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Facilities Specialist

University Libraries, Stanford, California, United States

New

Facilities

Post Date 6 hours ago

Requisition # 108052

Stanford Libraries is seeking a full-time Facilities Specialist 1 to join the Facilities Services Team. TheLibraries valuesare rooted in a commitment of mutual respect, the idea that every member of the staff has something to contribute, and that learning is constant. We seek a team member who is ready to share their skills and perspectives.

About Stanford Libraries:

Stanford Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling the teaching, learning and research across Stanford by acquiring, stewarding, and making available a robust collection, currently in excess of 12 million items. Everyone in the organization plays a vital role in fulfilling that objective. Our dedication to discoverability and information management also has us engaged in dynamic global partnerships. We are constantly building and strengthening our organization, and we recognize striving for excellence is a marathon and not a sprint. We are constantly trying to strike the right pace and admit there are times when we find ourselves at a fast jog. While we hope to always find candidates who fit within our organization, what we truly seek is someone who will add to our culture, our profession as well as the greater academic arena. We are invested in the success of our teams and the individuals who represent Stanford Libraries.

About the Position:

Perform specialized, diverse work activities as assigned, under the direction of a supervisor. Coordinate solutions, under limited supervision, supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of the university. This is an individual contributor role.

Core Duties

Facilities Operations & Maintenance

+ Serve as the property operations/maintenance point of contact for facilities issues in assigned buildings, units, and labs. Initiate work requests and monitor completion.

+ Coordinate and monitor routine maintenance services (trash, utilities, custodial, pest control, long‑term preservation, inspections, grounds, landscapes, alarms, systems, and equipment).

+ Perform condition assessments on appearance, equipment, or troubleshooting (as formulated by another group such as FSM). Coordinate contract work and third‑party vendors.

+ Identify, recommend, and implement building operations or process modifications to improve productivity or reduce costs.

+ Coordinate maintenance logistics to avoid conflicts with faculty, events, or program activities.

+ Assist management with the **consistent operational** **workflows** .

+ In support of operations make recommendations on procedures, troubleshooting routine issues, and services.

+ Participate in the onboarding, basic procedural training, and facilities service expectations.

Other duties as assigned

Operations Improvements

Property & Space Administration

+ Handle property administration including tagging, data entry, inventory management, recordkeeping, purchase orders, receiving, and information tracking.

+ Support space allocation decision makers.

Security & Access Management

+ Implement facility security programs by issuing keys, providing building access, monitoring access records, and assessing security infrastructure needs (security cameras, interlocks, alarms).

+ Adjust access schedules as needed.

Project Coordination

+ Perform assigned tasks within departmental projects.

+ Act as project coordinator/liaison.

+ Oversee and execute small, local projects including scheduling, organization, budgeting, and implementation.

Safety & Compliance

+ Serve as safety management coordinator by correcting identified safety issues.

+ Track chemical inventory, hazardous waste, and disposal procedures in laboratory settings.

+ Conduct safety training and new‑employee facility orientation.

+ Participate in emergency preparedness, business continuity, and recovery efforts.

Communications & Mail Services

+ Coordinate communication services (network administration support, desktop support liaison, primary troubleshooting, telephony liaison).

+ Provide updates, alerts, and notifications to building occupants via web, printed, or digital means.

+ Oversee incoming/outgoing mail, mailing services, shipping, and delivery.

Inventory Management – Warehouse, In‑House & Vendor Locations

+ Manage and maintain accurate inventory across warehouse storage, on‑site/in‑house supply areas, and vendor‑managed inventory locations.

+ Coordinate with internal staff and external vendors to maintain proper inventory levels and resolve discrepancies.

Operations

Special Collections Inventory & Vendor Engagement

+ Manage specialized or sensitive collections requiring controlled storage, cataloging, and tracking of unique items or assets.

+ Coordinate and schedule vendor pickups, deliveries, and external storage or handling services.

+ Serve as the primary point of contact for vendor inquiries related to special collections movement or storage.

+ Ensure compliance with university procedures and custodial standards for secured items.

Minimum Requirements:

Education & Experience:

+ Associate degree and two years of related, demonstrated facilities administration experience, or equivalent combination of education and 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 and both short‑ and long‑term deadlines.

+ Working knowledge of Excel, Word, PowerPoint, and Project.

+ Experience with internal/external vendors and contracted services.

+ Knowledge of safe handling/disposal of chemicals and hazardous waste; emergency preparedness and their implementation; and property administration including PO tracking, receiving, and inventory control.

Certificates & Licenses

+ Must possess and maintain a valid California non‑Commercial Class C Driver’s License.

Working Conditions:

• Requires on-call 24-hour response availability seven days per week for emergency situations.

+ May be exposed to noise >80 dB TWA.

• May work at heights 4-10 ft.

+ Frequently stand/walk, sit, and perform desk‑based computer tasks.

+ Occasionally climb (ladders, scaffolds), twist/bend/stoop/squat, reach above shoulders, grasp lightly/fine manipulation, use a phone, write by hand, and lift/carry/push/pull up to 20 lbs.

+ Rarely kneel/crawl, grasp forcefully, sort/file parts, or lift/carry/push/pull over 40 lbs.

Work Standards:

+ When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements .

+ Interpersonal Skills: Demonstrate strong interpersonal skills when interacting with colleagues, clients, and 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 employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law

The expected pay range for this position is $35.99 to $45.22 per hour.

Stanford University provides pay ranges representing its good faith estimate of the hourly wage the university reasonably expects to pay for a positionupon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package.

Why Stanford is for You:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Ourcultureandunique perksempower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, and course auditing. Join a TedTalk, watch a film screening, or listen to a renowned author or global leader speak.

• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

• A healthier you. Choose from hundreds of health or fitness classes at our world-class exercise facilities. We provide excellent health care benefits.

• Discovery and fun. Stroll through historic sculptures, trails, and museums.

• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

Additional Information

+ **Schedule: Full-time**

+ **Job Code: 4374**

+ **Employee Status: Regular**

+ **Grade: F**

+ **Requisition ID: 108052**

+ **Work Arrangement : On Site**