Facilities Associate

Job description

Facilities Associate🔍Hoover Institution, Stanford, California, United States📁Administration📅Jan 06, 2021 Post Date📅88133 Requisition #The Hoover Institution is seeking qualified candidates for a full-time Facilities Associate position. The ideal candidate will have a great attitude, a commitment to teamwork, a customer service mindset and exude a professional demeanor at all times.

A resume is required for full consideration.

About Stanford University’s Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs.

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges.

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.


The Facilities Associate reports to the Building Manager in support of the Hoover Institution Facilities Department and Mailroom. The Facilities Associate is a key partner in a seven-person team that provides proactive and reactive service to ensure Hoover Institution facilities meet the expectation of Fellows, staff, visitors and guests. The ideal candidate will have a great attitude, a commitment to teamwork, a customer service mindset and exude a professional demeanor at all times.

Primary responsibilities include but are not limited to: physical facilities and systems support; shipping/receiving and mail distribution; customer service and support; furniture setup and office moves; building access, closure and security; setup and operation of audio/visual equipment for on-site conferences and seminars; events and conference support; other duties as assigned.


  • Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets, making copies, and monitoring and ordering of office supplies.
  • Track facility and/or office equipment, such as keys, vehicles, copiers, and projectors, via logs, and schedule repairs as needed.
  • Review invoices for accuracy, and initiate purchase requisitions.
  • Assist with routine conferences including scheduling rooms, setting up furniture, posting signs, and managing equipment.
  • Create and maintain files and filing systems.
  • Setup office spaces and/or support coordination of basic office moves.
  • May provide guidance to temporary and student employees on routine matters.
  • Troubleshoot building related issues.

* 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.


Education & Experience:

High school diploma or equivalent.

Knowledge, Skills, and Abilities:

  • Basic computer skills and demonstrated experience with office software and email applications.
  • Ability to follow through and complete assigned tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.

Desired/Preferred Knowledge, Skills, and Abilities:

  • College education
  • 2 years comparable work experience
  • Knowledge of copiers, printers, A/V equipment, and postage meters
  • Reliable, self-motivated, and adaptable
  • Must be willing to learn skills necessary for the job
  • Must be able to lift up to 50 lbs.

Certifications and Licenses:

  • Must possess and maintain a valid California Non-commercial Driver's License.


  • Frequently stand/walk, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 20 pounds
  • Occasionally perform desk-based computer tasks, use a telephone, writing by hand, climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, lift/carry/push/pull objects that weigh >40 pounds, use small hand tools (some electrical) such as a hammer, drill, screw driver, and level.
  • Rarely; kneel/crawl, grasp forcefully
  • 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 occasional evening and weekend hours.


  • 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 as well as 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.

The Hoover Institution at Stanford University 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.

Additional Information
  • Schedule: Full-time
  • Job Code: 4933
  • Employee Status: Regular
  • Grade: K
  • Requisition ID: 88133




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Job No:
Posted: 1/7/2021
Application Due: 3/8/2021
Work Type: Full Time