Note: Not all unique aspects of the job are covered by this job description
The Office of the President and Provost seeks a dynamic, conscientious, positive, dedicated and detail-oriented Facilities and Estate Assistant (FEA) to join our small services team as point of contact to the households and other key facilities. This role will provide high-level operational support for the President and the Provost; provide and coordinate a wide range of operational and administrative support activities to help maintain organized and efficient project process.
The FEA will be responsible for managing the day-to-day building and facilities operations for Building 10, Lou Henry Hoover House, Meyer Buck, and Hanna House and supervise house services assistants. The FEA will support the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems each facility. Responsibilities will include but are not limited to: interfacing with building occupants to ensure safe and comfortable environment; coordination of moves; liaison to custodial services; oversight of health & safety; setup and operation of audio/visual equipment for on-site meetings, conferences and seminars; coordination of conference setups, etc.
Responsibilities may include but are not limited to the following*:
Serve as property operations / maintenance point of contact for facilities' issues in assigned buildings; 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 & equipment), suggest metrics, monitor and report related trends; perform condition assessments on appearance, equipment, or troubleshooting; review results with LBRE; 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; coordinate maintenance logistics (to avoid facility conflicts, events, etc.)
Handle property administration by troubleshooting, completing tagging, data entry & inventory; completing purchase orders, receiving; completing record keeping; establishing tracking system, gathering information and, information gathering and support for space allocation decision-makers.
Implement security programs for each building by developing procedures/practices, distributing keys, providing building access, monitoring access records, assessing security infrastructure needs (security cameras, interlocks, alarms); and assessing and changing access schedules.
Complete project coordination by: performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation.
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).
Supervise staff; scheduling, assigning, coordinating and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
Ensure excellence and premium in services for the private homes of the President and Provost.
Conduct regular quality assessments to ensure all service levels are being maintained at the highest possible level; assist with coordination and planning of other department services and logistics.
Perform routine inspection of homes to ensure appropriate condition and placement of various items.
May be asked to work closely/collaborate with construction project coordinators to develop timeline and access to building(s).
Deliver exceptional service in a highly confidential environment.
Prepare and continuously maintain project controls (change order logs, contract administration logs, document logs, related correspondence, reports, etc.)
May participate in project kick-off and weekly team meetings; follow-up on meeting action items; provide general support to the team as requested.
Create and maintain accurate and organized electronic/hard copy filing system.
Organize and input documentation into project management software and/or other digital file systems; work with project managers to track project changes and produce and maintain updated project schedules.
Open and close the Hanna House during special events, respond to internal and external requests to use the house, meet with caterers and show the space to others as needed. Attend bi-monthly Hanna House management team meetings; maintain the Hanna House calendar/schedule of events.
Collaborate as needed/requested with the Office of the President and Provost Event Manager and/or Office of Development Event Managers to coordinate and facilitate the operation of events held at each home.
* - Other duties may also be assigned
Internal Number: 285971
About Stanford University
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is a...n equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.