Facilities Specialist 2

Position Summary

The Department of Physics is seeking a Facilities Specialist 2 (FS2) to support facilities operations, maintenance, repair, upkeep, inventory tracking (property management), lab and building safety, and refurbishing activities related to the physical environment and building systems of 5 H&S/Physics buildings.

Department/Program Description

Stanford's Physics Department offers Physics majors and minors with a variety of pathways for undergraduates and a Physics Ph.D. program for graduate students. The department has approximately 50 faculty members, over 200 graduate students, over 100 undergraduate students, over 60 postdocs, approximately 20 administrative staff and 10 teaching staff members.

Core Duties

• Serve as property operations / maintenance point of contact for facilities’ issues in assigned building(s), unit(s), lab(s); initiate work requests, monitor completion; manage maintenance and renovations budget;
• Coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment), suggest metrics, monitor and report related trends;
• Perform condition assessments on appearance, equipment, or troubleshooting ( formulated by another group, FSM), analyze results and decide status; identify and establish preventive maintenance plan;
• Coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up, shutdown requirements), analyze data and provide recommendations;
• Coordinate, direct, inspect and approve contract work, third party vendors;
• Identify, recommend & implement building operations & process modifications to the facility for increased productivity and/or cost reduction, manage related budget;
• Coordinate maintenance logistics (to avoid faculty conflicts, events).

Property Administration

• Implement facility security programs by developing procedures/practices, distributing keys, providing building access, monitoring access records, assessing security infrastructure needs (security cameras, interlocks, alarms); 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;
• Serve as safety management coordinator by: correcting identified safety issues, performing root cause analysis, identifying and tracking corrective actions; tracking chemical inventory, disposal, hazardous waste; developing, coordinating, evaluating and ensuring compliance with disposal procedures in laboratory settings; developing and conducting safety training and/or new employee facility orientation; and maintaining and participating in emergency preparedness, recovery and business continuity coordination.

Communications Services

• Coordinate communications services (network administration, desktop support, primary troubleshooting, and telephony liaison); provide updates, alerts, notifications to building occupants, including websites, phones; and oversee mailing services, shipping and delivery.

Space Management and Planning

• Coordinate space management and planning activities including: analyzing moves for minimal disruption; move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization; providing input into facilities renewal model; and capital plan implementation (as assigned).

Supervision

• May supervise assigned lower level staff engaged in supporting the physical environment and building systems.

Qualifications

• Minimum Education: Bachelor’s degree
• Minimum Experience: Three years related, demonstrated facilities management experience, or a combination of education and relevant experience.
• Knowledge, Skills And Abilities: Analytical skills to analyze and track complex space, equipment and financial data; interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups; ability to coordinate and manage multiple projects 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; experience working with internal and external vendors and services contracting; background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control.