Facilities Operations Specialist

Facilities Operations Specialist III

As a Facilities Operations Specialist III, this individual will serve as a senior-level business operations partner supporting Facilities Services' capital construction and operations portfolio. This role is responsible for managing and improving processes related to construction financial administration, including contractor invoice audits, owner-controlled insurance program administration, capital project reporting, payment application tracking, and stakeholder communications. The individual will work closely with construction managers and business leaders to consolidate project information, analyze data, develop executive-ready reports and presentations, and provide oversight of key operational workflows.

Success in this role requires strong project coordination, process improvement, financial acumen, analytical storytelling, and the ability to independently interpret complex information while supporting multiple high-visibility capital initiatives.

The Facilities Services division enhances health through leadership, collaboration, and innovation. Our team offers essential non-clinical support 24/7, ensuring safe operations and planning for future needs. We represent the intersection of planning, construction, general services, and facilities operations.

Business Operations and Strategic Initiatives (BOSI) ensures that all corporate business aspects run smoothly within the Facilities Services division. This team supports budgeting, staffing requests, and policy development, serving as a conduit between the Facilities Services business units and strategic partners in Human Resources, Technology & Digital Solutions, Supply Chain, Finance, and the Office of General Counsel.

A Brief Overview The Facilities Operations Specialist III (Senior) will be responsible for managing various operational tasks, process improvements, and documentation to support the efficiency and effectiveness of Facilities Services. This position requires strong analytical skills, attention to detail, and the ability to communicate effectively with internal and external stakeholders. The role mentors Specialists I/II, manages stakeholder relationships, and translates strategic objectives into analytic roadmaps and measurable outcomes.

• Perform data entry, cleansing, reconciliation, and quality checks for asset, work order, occupancy, and energy-related data.
• Maintain report documentation, data dictionaries, and standard operating procedures (SOPs)
• Assist with building, updating, and testing dashboards and metric reports
• Monitor and escalate data quality issues; conduct initial root-cause analysis under supervision and track remediation.
• Develop and maintain Excel/Power BI-based tools for reporting and analysis.
• Provide customer service to end users, triage requests, and maintain a reporting request queue.
• Submit requisitions in Workday for purchase orders and purchase order changes.
• Processes and tracks invoices to ensure timely payment to vendors
• Mentor and train Specialists I/II; author standards, SOPs, templates, and best practices; champion continuous improvement.
• Represent Facilities Operations in governance forums and enterprise initiatives; prepare executive-level presentations and recommendations.
• Evaluate and influence technology roadmaps; collaborate with vendors; assess and realize benefits of analytics solutions

Education Qualifications

• Bachelor's degree from an accredited college or university required.
• Relevant experience in lieu of degree may be considered. Relevant experience in lieu of degree is in addition to the experience requirements for this position.

Experience Qualifications

• 5+ years of experience in analysis and data management (Required)
• Experience in data extraction, relational database, and other business intelligence tools (Required)

Required Knowledge,

Skills and Abilities

• Foundational knowledge of relational databases; ability to read simple data models and table relationships.
• High Proficiency with MS Excel (pivot tables, lookups), Access, PowerPoint, and Word.
• Strong attention to detail, data quality, and organizational skills; ability to follow SOPs and manage multiple tasks with supervision.
• Clear written and verbal communication; customer service orientation.
• Ability to work collaboratively and learn quickly; curiosity to improve processes.
• Familiarity with facilities management systems and Internet of Things (IoT) concepts preferred.
• Excellent written and verbal communication skills; ability to influence and present at multiple levels of the organization.
• Thorough understanding of data privacy, security, and healthcare compliance expectations.

Preferred Knowledge,

Skills and Abilities

• Prior healthcare experience (Preferred)

These principles apply to ALL employees: SHC Commitment to Providing an Exceptional Patient & Family Experience Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing…