Facilities Specialist 3

Stanford University

Facilities Specialist 3

Job Number:

The Department of Psychiatry and Behavioral Sciences at Stanford University School of Medicine is seeking a Facilities Specialist 3 (FS3). This is a Departmental Senior Staff position reporting directly to the Director of Finance and Administration (DFA) and is responsible for all Facilities functions in the department. This position will support the operations, maintenance, repair, upkeep, inventory-tracking, and refurbishing activities related to the physical environment and building systems of a complex facility at a number of locations. The FS3 will supervise a Facilities Specialist 1 (FS1) position. Psychiatry is the third largest department in the School of Medicine with faculty, staff, clinical trainees, and research trainees located at 401 Quarry, Lokey, MSLS, CCSR, Beckman, 780 Welch, 1520 Page Mill, 3155 and 3165 Porter Drive, 1070 Arastradero and Redwood City. This position is responsible for the smooth functioning of the department's facilities operations.

Duties include:

  • Serve as property operations / maintenance point of contact for facilities' issues in complex facilities as defined above; 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); identify and establish preventive maintenance plan; 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).

  • Oversee property administration by troubleshooting, completing tagging, data entry & inventory; initiate and complete purchase orders, receiving; completing record keeping; establishing tracking system, gathering information and, information gathering and support for space allocation decision makers; track offsite paper storage by keeping an up-to-date inventory and disposal schedule.

  • Supervise facility security programs by working with FS1 to develop procedures/practices, distributing keys, providing building access, monitoring access records, assessing security infrastructure needs (security cameras, interlocks, alarms).

  • Complete project coordination by: performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects, including their organization, scheduling, budgeting, and implementation; work closely with vendors to come up with potential space/equipment/furniture solutions; manage project budgets with DFA.

  • Serve as safety management coordinator by: work with PI's, Health & Safety, and FS1 to correct 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; perform regular walk-through inspections of wet lab space in MSLS, Lokey and Porter.

  • Work closely with central Facilities to be compliant with Joint Commission (JC) requirements and prepare for JC visits.

  • Coordinate communications services (telephony liaison); provide updates, alerts, notifications to building occupants, including websites, phones, and policy updates; oversee mailing services, shipping and delivery.

  • Coordinate space management and planning activities including: analyzing moves for minimal disruption; move coordination; space inventory; report on space usage (trends including % breakdown between clinical, research, education, administration); specifying set-ups; maximizing space utilization and recommend efficiencies to Chair and DFA; notify FS1 of space updates so FS1 can update iSpace in a timely manner; excess equipment and furniture disposal.

  • Interface with ITSS to ensure centralized IT model is working smoothly for department users. Help troubleshoot IT issues that are not being resolved in a timely manner and work with ITSS to improve processes.

  • Supervise Facilities Specialist 1. Coordinate and prioritize tasks. Be a resource for FS1 and others' for questions about iSpace, equipment inventory tracking, Health & Safety audits, maintenance contracts, keys/building access, emergency preparedness, telephones, etc.

* - Other duties may also be assigned


Bachelor's degree and five years related, demonstrated technical facilities management experience, or a combination of education and experience.


  • 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.


Valid California Non-commercial Class Driver's license.


  • 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 20 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 Driver's 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.

    Job: Facilities

    Location: School of Medicine
    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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