Facilities Project Coordinator

Stanford University

Facilities Project Coordinator

Job Number:

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

The Graduate School of Education is hiring for their facilities project management team that will focus on the maintenance and upgrades of the current facilities (office moves, renovation projects, creative work facilities solutions) and the planning for new facilities. The team will work together, under the leadership of the Director of Facilities Project Management and the Associate Dean for Administration, to create a customer-focused model of facilities (and related IT) and a streamlined project management plan for projects going forward. In addition to this position, the team consists of the Director, another Facilities Project Coordinator, and a part-time Facilities and IT Project Administrator and administrative support for keys and key cards. This team supports the seven physical locations of the GSE and its almost 700 faculty, students and staff.

The Facilities Project Coordinator (FPC) will serve as the primary building manager for the GSE's current facilities. The FPC will independently perform specialized, diverse work activities and coordinate solutions supporting the operations, maintenance, repair, upkeep, inventory tracking and refurbishing activities related to the physical environment and building systems of the GSE. This position will ensure the physical environments of the GSE are up-to-date and presentable at all times. Working on the facilities and IT project management team, this position will trouble-shoot and problem solve issues related to work space needs, office and team moves, IT orders and requests, furniture upgrades, selection and disposal, and vendor relationships and payments. The FPC will be the primary point of contact for student, staff and faculty office spaces - coordinating assignment, set-up, moves, new furnishings and work IT equipment orders. The FPC will be the primary on-call facilities team member for GSE building emergencies and security issues. The FPC will also coordinate emergency planning for the community. This position will also coordinate Green GSE efforts, which help initiate and implement sustainability efforts for the Graduate School of Education. The FPC will work under the supervision of the Director of Facilities and IT Project Management, and will work closely with the Facilities Project Manager and Associate Dean for Administration. In addition, this position will work with the IT team, staff, faculty, students, and GSE/Stanford constituents.

The Stanford University Graduate School of Education (GSE) is a top ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes 65 faculty, 400 students, 220 staff, over 8,000 alumni and countless people from the local and global communities we work with and impact. The GSE occupies the School of Education, Barnum, CERAS buildings, as well as locations in Wallenberg, Ventura, Littlefield and the office space at 1705 El Camino Avenue. The work environment is dynamic, deadline-driven, fast-paced, and energetic.

Interested candidates should submit with the online application both a cover letter (outlining why this position is of interest and they feel they're qualified) and a resume.

Successful candidates will be required to complete a background check prior to working at Stanford University.

Visa sponsorship is not available for this position; all candidates must be eligible to work in the US.

  • Serve as property operations / maintenance point of contact for facilities' issues in assigned building(s), unit(s), lab(s); initiate work requests, monitor completion; coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment); perform condition assessments on appearance, equipment, or troubleshooting (formulated by another group, FSM); implement preventive maintenance plan; coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up, shutdown requirements); coordinate contract work, third party vendors; identify, recommend & implement building operations & process modifications to the facility for increased productivity and/or cost reduction; coordinate maintenance logistics (to avoid faculty conflicts, events).
  • Handle property administration by completing tagging, data entry and inventory; completing purchase orders, receiving; and completing record keeping, tracking, information gathering and support for space allocation decision makers.
  • Implement facility security programs by 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; tracking chemical inventory, disposal, hazardous waste; communicating and implementing disposal procedures in laboratory settings; conducting safety training and/or new employee facility orientation; and participating in emergency preparedness, recovery and business continuity coordination.
  • 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.
  • Coordinate space management and planning activities including: 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). * - Other duties may also be assigned

    MINIMUM REQUIREMENTS: Education & Experience:

    Associate degree and three years related, demonstrated facilities management experience, or a combination of education and relevant experience.

    Knowledge, Skills and Abilities:

  • 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. Certifications and Licenses:

  • Valid California Non-commercial Driver's License.

    PHYSICAL REQUIREMENTS*: This position requires very frequent walking, moving heavy items and fast-paced activity. Most of the day, this position will be standing and/or walking to review spaces, meet vendors, supervisor work, do maintenance checks on the buildings, etc. The GSE is spread across 7 physical locations on campus, so this position will be required to walk (sometimes at a fast pace) between locations.

  • 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 40 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. * - 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, and on open patios on high floors. 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, 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: Graduate School of Education
    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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