Facilities Specialist 1

California, United States
23 Oct 2018
End of advertisement period
23 Dec 2018
Contract Type
Full Time

The GSE seeks a full-time Facilities Specialist to join the Strategic Initiatives and Facilities team. The GSE is embarking on a very exciting and dynamic time for the school with regard to facilities, both building spaces for the future as well as planning for strategic growth and new initiatives. This position will play a key role on this 5-person team to help us provide the highest levels of customer service and creative problem solving to our community of nearly 700 faculty, students and staff. 

This position will report to the GSE Facilities Operations Manager, and under the direction of the Facilities Director and the Sr. Director of Strategic Initiatives. The Facilities Specialist will perform specialized, diverse work activities and coordinate solutions, under limited supervision, solely supporting the operations, maintenance, repair, upkeep, and refurbishing activities related to the physical environment and building systems of the university. The Facilities Specialist will serve as a first responder for the GSE’s current facilities and the primary point-of-contact for room reservations for events and conferences.

The Stanford University Graduate School of Education (GSE) is a top ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes 65 faculty, 400 students, 220 staff, over 8,000 alumni and countless people from the local and global communities we work with and impact. The GSE occupies the School of Education, Barnum, CERAS buildings, as well as locations in Wallenberg, and Ventura. The work environment is dynamic, deadline-driven, fast-paced, and energetic. 

Who You Are
We are looking for someone who is customer service oriented, enthusiastic and energetic, and an excellent team-player. This job requires working with all levels of our constituents (from students to administrative staff to high-profile visitors), so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. A good sense of humor is appreciated (where appropriate) and a strong, dedicated work ethic is a must. Some additional requirements include: 

Note: Not all unique aspects of the job are covered by this job description

  • Room Reservation Management
    • Approve all room requests for events/conferences
    • Set up meetings with administrators to ensure proper set up and clean up.
    • Monitor post-event clean up. 
    • Work with administrative team, who handle hourly meeting reservations, to ensure back-up and consistent policy implementation.
  • Keys Management
    • Manage key requests and key card requests (for events), ensuring new employees, faculty and students have their keys and managing requests for master keys and special event needs.
    • Manage key deposits and handle finances for key purchasing/replacement.
  • Primary and First Response Contact for GSE Facilities
    • Serve as the go-to, on-call contact for GSE facilities, including after-hours requests for keys, emergency building issues and safety concerns. 
  • GSE Conference and Building Care and Supply Management:
    • Walk bldgs. 2 times per day. Straighten up, take care of things that are out of place, call in facilities help as needed. Restock GSE controlled conference rooms. Maintain VGA cords with front desk. 
  • New and Existing Office Management
    • Ensure new hire offices are set up, coordinating with IT and HR.
    • Manage day-to-day requests for general office maintenance and moves (moving desk/office furniture, new office furniture requests, blinds/fan/radiator issues, small office moves).
  • School-wide Facilities Projects & Planning
    • Help with large-scale facilities projects, where needed
    • Participate as needed in the new building planning process
    • Serve as a professional member of the strategic initiatives and facilities teams, and the overall GSE operations team.
  • Dean Event Support
    • Provide preparation and day-of support for Dean’s office events including, moving tables, renting out school-purchased facilities equipment, keeping track of equipment usage, replacing GSE equipment as needed. 
  • Other Duties, as assigned


Education & Experience:
Associate degree and three years related, demonstrated facilities management experience, or a combination of education and relevant 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, 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.

Certifications and Licenses:

  • Valid California Non-commercial Driver's License.

PHYSICAL REQUIREMENTS*: This position requires very frequent walking, moving heavy items and fast-paced activity. Most of the day, this position will be standing and/or walking to review spaces, meet vendors, supervisor work, do maintenance checks on the buildings, etc. The GSE is spread across 7 physical locations on campus, so this position will be required to walk (sometimes at a fast pace) between locations. 

  • 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 40 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 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, and on open patios on high floors.


  • 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 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.
  • Job Family: Facilities; Job Series: Facilities Specialist 
  • Job Code: 4371; Grade: F; Non-Exempt

Interested candidates should submit with the online application both a cover letter (outlining why this position is of interest and they feel they’re qualified) and a resume. 

Finalist must successfully complete a background check prior to working at Stanford University. 

Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at the Stanford GSE for two years or more. There’s no visa sponsorship for this position.

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.