Facilities Operations Specialist

Facilities Operations Specialist – University Libraries, Stanford, California, United States About Stanford Libraries: Stanford Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling teaching, learning and research across Stanford by acquiring, stewarding, and making available a robust collection, currently in excess of 12 million items. Everyone in the organization plays a vital role in fulfilling that objective. Our dedication to discoverability and information management also has us engaged in dynamic global partnerships. We are constantly building and strengthening our organization, and we recognize striving for excellence is a marathon and not a sprint. We are constantly trying to strike the right pace and admit there are times when we find ourselves at a fast jog. While we hope to always find candidates who fit within our organization, what we truly seek is someone who will add to our culture, our profession as well as the greater academic arena. We are invested in the success of our teams and the individuals who represent Stanford Libraries. About the Position: Perform specialized, diverse work activities in smaller occupancy buildings for departments or units. Coordinate solutions, working independently, solely supporting the operations, maintenance, repair, upkeep, performance and status tracking, support maintenance and repairs related to the physical environment and building systems of the university. This is an individual contributor role. Core Duties: Support property operations / maintenance point of contact for facilities' issues in assigned building(s), unit(s), lab(s); initiate work requests, monitor completion via the work request ticketing system; support Facility Managers to coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment). Analyze, develop, monitor and report metrics and related trends for facilities tickets and projects. Create and maintain files and filing systems. Assist with developing and documenting standards, procedures and workflows. Handle property administration by troubleshooting, generating tickets; completing purchase orders, receiving; completing record keeping; establishing tracking system, gathering information and generating reports to support space allocation decision makers. Support facility security programs by developing procedures/practices, distributing keys, providing building access, monitoring access records, and assessing and changing access schedules. Complete project coordination by performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, implementation and tracking; create spatial layouts for small projects. Coordinate communications services and provide updates, alerts, notifications to building occupants, including websites, phones, email, and newsletters. Coordinate space management and planning activities including analyzing moves for minimal disruption; move coordination; space inventory; space allocation tracking. Review invoices for accuracy, and initiate purchase requisitions. Track facility and/or office equipment, such as keys and vehicles assignments. Support Facility Managers on other issues related to facilities and planning operations (as assigned). May supervise assigned lower-level staff engaged in supporting the physical environment and building systems. Minimum Requirements Education and Experience • Bachelor’s degree and three years related, demonstrated facilities management experience, or a combination of education and relevant experience. Minimum Knowledge, Skills and Abilities Skills to analyze and track space, equipment and financial data and create reports. Interpersonal skills and mature judgment to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups. Ability to coordinate and manage multiple assignments with competing priorities, meet deadlines and project plans with short- and long-term end dates. Working knowledge of applications such as Excel, Word, PowerPoint, Project, Freshdesk, Asana, and Work Order ticketing systems. Experience working with internal and external vendors and services contracting. Background knowledge of emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving and inventory control. Certifications and Licenses Valid California Non-commercial Driver’s License Physical Requirements Frequently stand/walk, seated, performs desk-based computer tasks. Occasionally climb (ladders, scaffolds or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds. Rarely, kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds. Ability to obtain and maintain a California Non-commercial Class license and drive day or night. Working Conditions Requires 24-hour response availability seven days per week for emergency situations. May be exposed to noise > 80 dB TWA. May work at heights 4‑10 ft. Work Standards Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles. Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, Salary The expected pay range for this position is $90,270.00 – $105,000.00 per annum. Equal Employment Opportunity Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other characteristic protected by law. Additional Information Schedule: Full-time Job Code: 4372 Employee Status: Regular Grade: G Requisition ID: 109020 Work Arrangement: On Site #J-18808-Ljbffr Stanford University