Facilities Specialist

Job Title: Facilities Specialist 3

Working Title: Facilities Specialist

VPUE Unit: Office of the Vice Provost

Location: On-site, 5 days/week

Job Code: 4373

Job Grade: I

Exemption Status: Full-time, Exempt, Continuing  

Heralded as a hub of undergraduate innovation, the Office of the Vice Provost for Undergraduate Education (VPUE) creates and sustains meaningful interactions between students and faculty both within and outside the classroom. As a collaborative team member of VPUE, you have a unique opportunity to advance and support programs that touch and enhance the lives of every undergraduate student at Stanford.  

https://undergrad.stanford.edu/academic-advising-stanford/welcome 

The Vice Provost for Undergraduate Education (VPUE) is seeking a highly collaborative and service-oriented Facilities Specialist 3 (FS3) to serve as the Building and Facilities Manager for multiple VPUE buildings across Stanford’s main campus, while also acting as a key facilities liaison for additional VPUE-operated spaces, including Academic Advising director offices within campus residences and additional VPUE-affiliated locations, such as Stanford in New York and other program-supported sites.

Reporting to the Director of Operations, the Facilities Specialist 3 will play a critical role in ensuring that VPUE facilities are safe, functional, welcoming, and operationally effective for students, staff, faculty, and visitors. This position requires strong relationship-building skills and the ability to work effectively with a broad range of stakeholders across the university. The role will provide leadership and coordination in the areas of facilities operations, emergency preparedness, safety planning, access management, and project coordination, while maintaining a high level of responsiveness and customer service.

The ideal candidate will demonstrate sound judgment, strong organizational and analytical skills, exceptional attention to detail, and the ability to effectively communicate complex facilities-related information to diverse audiences. This role requires adaptability in a dynamic environment, the ability to independently manage competing priorities, and a proactive approach to identifying operational improvements that support VPUE’s mission and enhance the overall occupant experience.

In this role, you will:

• Serve as property operations /maintenance point of contact for facilities’ issues in VPUE (Academic Advising, BOSP, CTL, Haas, PWR, SIS, VPO); 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, golf cart & other 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 date 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)

• Serve as the Department Property Administrator (DPA) for VPUE and is responsible for overseeing the full lifecycle management of departmental capital assets. Responsibilities include troubleshooting property-related issues; managing asset tagging, inventory tracking, data entry, and record keeping; coordinating purchase orders and receiving activities; and establishing and maintaining effective asset tracking systems to ensure compliance, accuracy, and audit readiness. The role also partners closely with VPUE IT to support the tracking, transfer, and compliant disposal of non-capital technology assets such as laptops, monitors, and other computer peripherals. In addition, the position gathers, analyzes, and maintains property and space-related data to support operational planning, space allocation, and leadership decision-making.

• Responsible for entering and maintaining data in the university’s capital planning system for capital projects and leases, as well as initiating Form 1 documentation for VPUE capital projects. The role also serves as a liaison with BOSP’s Associate Director of Global Operations and Strategic Projects on matters related to overseas leases and facility-related issues across overseas centers.

• Implements and manages facility security programs across VPUE locations by developing and maintaining access procedures and security practices to support a safe and secure environment. Responsibilities include administering the Lenel access control system for building and office door access, managing card access requests and permissions, distributing keys, maintaining and auditing access records, and assessing and adjusting access schedules based on operational and security needs. The position also evaluates security infrastructure needs, including cameras, alarms, and related systems, and partners with campus stakeholders to recommend and implement security improvements that strengthen facility operations and occupant safety.

• Coordinates and executes facilities projects by serving as the primary liaison between VPUE, LBRE, and external vendors. The position oversees project organization, scheduling, vendor coordination, budget tracking, and implementation to ensure timely and effective completion with minimal operational disruption. It monitors vendor performance, manages follow-up actions, and develops preventative strategies to mitigate future risks and improve long-term facility operations. 

• Serves as the safety management coordinator for VPUE by proactively identifying, evaluating, and correcting facility-related safety issues across all VPUE locations. Responsibilities include performing root cause analysis, developing and implementing corrective and preventative safety measures, and tracking follow-up actions to completion to ensure a safe and compliant environment. The position develops, coordinates, and conducts safety training and new employee facility orientations, while also maintaining and supporting emergency preparedness, recovery, and business continuity efforts. This includes regularly monitoring emergency kits and supplies to ensure items are current and not expired, continuously evaluating emergency preparedness protocols and facility readiness, and implementing improvements as needed to strengthen safety and response efforts across VPUE. The role also partners closely with SUFMO, EH&S, and other campus stakeholders on emergency planning, response coordination, and safety-related matters to ensure alignment with university standards and best practices.

• Coordinates communications and operational support services across VPUE, including serving as the primary liaison for telephony-related requests, phone inventory management, and departmental phone audits for all VPUE units. Responsibilities also include coordinating with campus partners on network administration, desktop support, and primary troubleshooting needs, while ensuring timely communication of building updates, alerts, and notifications to occupants through various channels, including email, websites, phones, and signage. The position also oversees mailing, shipping, and delivery coordination to support efficient day-to-day operations across VPUE facilities.

• 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)

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

• 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.

• Requires 24-hour response availability seven days per week for emergency situations. May be exposed to noise > 80dB TWA. May work at heights 4-10 feet.

 **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.