Perform specialized logistics work activities under limited supervision supporting department operations, equipment maintenance and repair, inventory tracking, and other activities related to the department of Public Safety.
The Logistics Support Coordinator is an integral part of the Department of Public Safety logistics team, working independently as well as part of a team to provide general logistics support to the department and specialized support in the areas of Emergency Operations and Special Events. This position requires shift work and weekend work, sometimes with little advanced notice.
The ideal candidate must demonstrate strong critical thinking skills, mechanical aptitude, and the ability to readily adapt to frequently changing needs and priorities while handling multiple responsibilities in a timely manner. Attention to detail, a strong customer service attitude and a high level of energy, enthusiasm and flexibility are essential attributes for the person filling this position.
All benefits-eligible members of the Stanford Department of Public Safety are considered essential (or required) university personnel for purposes of managing emergencies and critical incidents impacting significant portions of the campus. As such, all benefits-eligible DPS personnel are expected to respond to campus during a major emergency. In conjunction with other DPS personnel, the Logistics Support Coordinator will be responsible for implementing ICS during large scale and/or high profile special events and critical incidents. Additionally, the Logistics Support Coordinator plays a key role in the special events management efforts. These responsibilities will require the incumbent to work nights and weekends, sometimes with little advanced notice. This position is subject to shift work.
This position is subject to shift work and may be assigned to work any of the following: day, swing, or night shifts, as well as a rotation which could include regular weekend work.
Duties may include, but are not limited, to the following:
Vehicle and Equipment Repair Support (30%):
- Work closely with the Program Manager for Logistical Operational Readiness and Facilities Management (Program Manager) to perform specialized department vehicle equipment installation and repair. Tasks could include the installation/repair of emergency vehicle lighting systems, prisoner cages, equipment boxes, and weapon mounts.
- Ensure regular maintenance of department vehicles including inspecting vehicles for damage, tire pressure and wear, fluid levels, cleanliness etc. on a regular basis. Determine the appropriate course of action to correct identified deficiencies. Document vehicle maintenance and repair appropriately. Coordinate periodic car washes and detailing.
- Track maintenance and repair information for department vehicles and other equipment. Monitor the repair frequency and mileage of vehicles; make recommendations as to the appropriate time to dispose of patrol and other department vehicles.
- Conduct periodic inventory of existing vehicle equipment to ensure that assigned equipment is located in the correct case and is operating properly. Replace or repair missing or damaged items as necessary.
- Working with the Program Manager and Network Administrator, develop an understanding of the patrol vehicle digital video system and MDC/CAD computer systems; troubleshoot reported problems and assist sworn personnel using this system.
- Respond to Equipment Repair Requests. Perform minor equipment repair or arrange for replacement equipment, if necessary. Document equipment repair requests to assist with tracking. Conduct periodic inventory verification of department equipment issued to personnel (radios, flashlights, etc). Reconcile discrepancies and locate missing equipment. Working with the Department Property Administrator, ensure that serialized equipment (including capital equipment items) are properly tagged and entered into the department and/or university inventory systems. Coordinate the bi-annual physical inventory of capital equipment to ensure compliance with University capital equipment policies.
Event Logistics (30%):
- Provide logistical support for events: pre-stage and deploy equipment that will be needed for various special events: magnetometers, prohibited items signs, portable stop signs, traffic vests, etc. Ensure that radios, flashlights and other equipment are available in adequate quantities and are in working order when issued. Be on-site to help trouble shoot equipment problems that may arise during specific assigned events such as large student parties, concerts, Big Game week security, etc. Work with the Logistics Program Manager to verify that returned equipment is in working order, track down equipment that has not been returned and document repair needs for any damaged items.
- Deploy equipment needed for special events, campus incidents and emergencies etc.
- This may include operating a forklift, connecting trailers to a towing vehicle and safely driving / maneuvering vehicles while towing loaded trailers as well as lifting, moving and placing barricades or other equipment.
Emergency Preparedness Equipment Maintenance & Response (25%):
- Implement the Incident Command System, including handling logistical operations, for critical incidents.
- Assist the Program Manager with the setup, maintenance and repair of department emergency radios, including handheld radios and vehicle radios.
- Review weekly Emergency Tower (ET) inspection logs, initiate repair work orders as needed to ensure that problems are resolved promptly. Inspect and test, as needed, if a repair request is ambiguous or from contractor damage. Maintain computerized documentation of repair requests and status.
- Work with Program Manager and Senior Network Administrator to conduct periodic tests and repair of campus siren system.
- Coordinate department first aid supplies, ensuring that all first aid kits are properly stocked with appropriate supplies. Conduct periodic inventories of first aid kits/supplies: procure additional supplies and replenish kits as needed. This will include first aid kits provided to sworn personnel for use in patrol vehicles, at the field sites, mobile kits for Special Events use, as well as supplies available in department offices.
- Maintain appropriate first aid and other supplies in the Emergency Operations Center trailer. Document available supplies and assist with the implementation of training to department personnel concerning the location and availability of Emergency Supplies.
- Manage the department Automatic Electronic Defibrillator (AED) program and ensure devices are in working order through routine inspections.
- Conduct a quarterly inventory of Emergency Operations equipment and supplies.
- In concert with the Program Manager, conduct and document routine inspections of emergency management equipment (fuel tanks, emergency generators, etc.). Become familiar with the triage tents-setting up and dismantling and storage.
Other Duties (10%):
- Keep track of department forms (used by patrol and other department personnel) so that they are readily available; ensure that an adequate stock of forms is on hand at all times. Assist with various projects and reports, providing general logistics support to the department.
- Issue and track equipment issued to newly hired employees.
- Coordinate space management and planning activities for Public Safety facilities.
- Ensure that department equipment and logistics supplies are stored in a logical and orderly fashion, and that supplies will be readily accessible to department personnel in the event of an emergency or other critical situation.
- Maintain indoor and outdoor areas of the compound and assist in staging rooms for training and other events.
- Weekend work and shift work will be required, sometimes with little advanced notice, including 5-8 home football games each year. **
- Other duties as assigned.
Mass Notification / University Clery Compliance (5%)
- Monitor a police radio during one’s assigned shift and be alert to incidents which would require the issuance of a “Timely Warning” or “Immediate Notification.”
- Draft alert notices and determine, based upon the circumstances, if Command level approval is required before sending the message using the university’s AlertSU system.
- Send text messages and update the department’s website with accurate and well written notifications.
- Assess emergency situations and determine if the outdoor warning tool within the AlertSU system should be activated. Activate the outdoor warning system when appropriate.
- NOTE: Sending emergency notifications requires staying abreast of the current technology and how to use it, including during times of stress. This responsibility requires the incumbent to be available by phone during off-hours and non-assigned working hours.
Minimum Education and Experience Required
Associate degree and three years of related, demonstrated facilities management experience, or a combination of education and relevant experience.
Minimum Knowledge, Skills and Abilities Required
- Basic mechanical skills and an aptitude to work with tools. Ability to work in an environment with machinery and other complex safety concerns, maintaining a “safety first” mindset. A basic understanding of vehicle mechanics, preferred.
- Working knowledge of applications such as Excel, Word, PowerPoint, etc. Experience with or ability to learn University applications including iProcurement, Sunflower (inventory), etc.
- Ability to adapt to new technologies and processes, as well as identify needs for process improvements.
- Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short-and long-term deadlines.
- Interpersonal skills, mature judgment required to interact effectively with a broad range of people, both individually and collectively. Strong customer service orientation and ability to interact with a diverse group of people.
- Ability to communicate with others and to assimilate and understand information in a manner consistent with the essential job functions.
- Ability to keep sensitive information strictly confidential at all times.
- Develop creative solutions to department and community issues; work with appropriate personnel from records, support services or other units to implement ideas.
- Ability to work independently as well as part of a team.
- Able and willing to follow instructions; attention to detail and accuracy required.
- Effective oral and written communication skills, including listening skills.
- Desire to learn, accept and promote the Department’s Core Values.
- Knowledge of University policies and procedures preferred.
- Proven history of dependability and reliability, including attendance.
- Flexibility and calmness in managing a large work volume with minimal supervision under tight deadlines and sometimes in pressure situations.
- Possess and maintain the physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting or standing for extended periods of time, sometimes in inclement weather conditions.
- Frequently stand/walk, sit at a desk. Perform desk-based computer tasks.
- Occasionally climb (ladders, scaffolds, other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulations, use a telephone, write by hand. Lift/carry/push/pull objects that weigh 20+ pounds.
- Occasionally kneel/crawl, grasp forcefully, short/file paperwork or parts, lift/carry/push/pull objects that weigh over 40 pounds.
- Ability to obtain and maintain a valid California non-commercial class driver’s license and drive day or night. Must be able to operate department vehicles, including driving and maneuvering vehicles towing trailers.
- Requires 24-hour response availability seven days per week for emergency situations.
- May be exposed to noise > 80dB TWA.
- May be working at heights 4-10ft.
- All personnel working for the department are responsible for providing public safety services to the community. Personnel will be trained to perform duties outside their normal day-to-day responsibilities, such as dispatching and/or emergency call taking and/or special events logistics support, so they are able to provide support during emergencies and special events. Training includes familiarity with the Incident Command System.
- 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 employ with all applicable University and department policies and procedures, including but not limited to the personnel policies, and other policies found in the University’s Administrative Guide and Public Safety General Orders.
- Applicant must pass a complete background investigation including a search of local, state, and national files for criminal history.
- Must be able and willing to respond to and work large-scale special events as well as unplanned critical incidents, sometimes with little advance notice.
- All members of the Stanford Department of Public Safety are considered essential or required University personnel and are expected to respond to campus during a major emergency to assist the department with the management and mitigation of the emergency.
- As a member of a police department, the individual in this role will be a part of the department’s emergency response and special events team, which will require the incumbent to work nights and weekends, sometimes with little advance notice, as well as some holidays. This position is subject to shift work and shift adjustments, including being assigned to non-traditional work hours and days as an on-going assignment.
Selection Process (specific order of the process is subject to change)
- Personal History Questionnaire (PHQ)
- Interview with Department and University personnel
- Background investigation
- Personal Interview with the Director of Public Safety