Facilities/Financial Specialist

May 24, 2017
Institution Type
Four-Year Institution

Stanford University

Facilities/Financial Specialist

Job Number:

Note: Not all unique aspects of the job are covered by this job description

Description: The Facilities/Financial Specialist - HEPL South will report to the HEPL Facilities Manager. This position, in collaboration with other facilities staff, will be responsible for managing the day-to-day building operation of HEPL South (also known as the HEPL End Stations 2 and 3). This unique 62,000 sq. ft. research facility is home to multiple research projects under Stanford Independent Labs such as HEPL, Ginzton, GLAM and KIPAC. The Physics Department and Aeronautics/Astronautics department also have activities and/or projects within HEPL South. The facility includes a 40-ton crane, enclosed and “open” research space, offices, and clean room areas. Much of the building is considered below grade, and there are multiple research areas, and several tunnels.

Responsibilities for the facilities specialist will include but are not limited to: upkeep of shared equipment, managing shared equipment maintenance contracts, annual capital equipment inventories; coordination of fire marshal policies and preparedness for fire marshal audits, upkeep of all facilities areas, and oversight of health & safety (including all safety training for End Station residents, chemical and compressed gas inventories, inventories of stored items, hazardous waste storage, and preparedness for all health and safety audits). The facilities specialist acts as a liaison with the University Facilities and Operations for upkeep and maintenance of the building infrastructure. Communications tasks include preparation of written descriptions of HEPL facilities and equipment for proposals/website/reports. 75% of this position is expected to be devoted to facility needs.

In addition, this position will have financial responsibilities, including making purchases, reviewing expenditure statements, running financial reports related to operations and facilities, performing cost analyses for research proposals, making budget estimates for operations and research projects, and other financial projects as assigned. 25% of this position is expected to be devoted to financial and research administration needs.

This position is required to respond to emergencies at the End Stations 24 hours a day, 7 days a week. A rotating schedule is in place for the facilities staff for after hour, weekend & holiday coverage.

The position will work with the HEPL Facilities Manager on all building projects, and is also responsible for ensuring a high-level of service to the End Station occupants in the areas of building maintenance, University, County and State health & safety compliance, fire marshal compliance, equipment inventory compliance, small project management, and property administration.

* - Other duties may also be assigned

Education & Experience:

  • Bachelor's degree and five 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.
  • 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.
  • Ability to complete Property Management training within the first six months.
  • Excellent oral, written, and communication skills, including ability to understand, interpret, and communicate policies and procedures.
  • Ability to complete Cardinal Curriculum I and II within first year in role.
  • Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting.
  • Knowledge of property management requirements related to Stanford or non-Stanford title of equipment and fabrications.
  • Ability to work well independently, but also to seek or offer assistance when needed.
Certifications and Licenses:

  • Valid California Non-commercial Driver's License. A pickup truck and an electric cart will be available for use in the performance of this position.
  • On-site training is required to use the equipment at the End Stations, including cranes, forklifts, machine tools, and other tools/devices.
  • 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 heavy objects (>50 pounds), kneel/crawl, grasp forcefully, sort/file paperwork or parts
  • Ability to obtain and maintain a California Non-commercial Class license and drive day or night.
  • Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

  • Requires 24-hour response availability seven days per week for emergency situations.
  • May be exposed to noise > 80dB TWA.
  • May working at heights 4 - 10 ft.
  • 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, http://adminguide.stanford.edu.
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Job: Facilities

Location: Dean of Research
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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