Facilities Operations Specialist

Facilities Specialist II

Stanford Libraries is seeking a full-time Facilities Specialist II to join the Stanford University Libraries. The Libraries values are rooted in a commitment of mutual respect, the idea that every member of the staff has something to contribute, and that learning is constant. We seek a team member who is ready to share their skills and perspectives.

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, and implementation and tracking; create spacial 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.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility.

Employees may also perform other duties as assigned.

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…