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Contracted Services Manager

Stanford University

Details

Posted: 05-Feb-23

Location: Stanford, California

Type: Full-time

Salary: Open

Internal Number: 97794

Anticipated Shift:

Monday - Friday 8am-5pm

ABOUT STANFORD AND RESIDENTIAL & DINING ENTERPRISES:

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community in a sustainable and fiscally responsible manner. The department is the steward for a $1.8 billion asset portfolio covering 1/3 of Stanford's campus and has a $272 million annual operating budget for FY17. R&DE comprises 800+ staff in the following divisions: the Office of the Senior Associate Vice Provost (SAVP Office), Student Housing, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, Maintenance Operations & Capital Projects, and a team of four R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology, and Strategic Communications. R&DE houses 13,000+ students and their dependents while serving over 6.5 million meals annually to students, conference, catering, retail, and concession guests and annually hosts a combined 52,000 guests in the Stanford Guest House and on-campus in Stanford Conferences.

ABOUT MAINTENANCE OPERATIONS & CAPITAL PROJECTS (MCP)

This division supports all R&DE operations and provides strong stewardship of its facilities by delivering daily and preventive maintenance, executing 50-year asset renewal model, managing design and construction of capital and other essential projects, infusing sustainability, safeguarding occupational health and safety, monitoring life-safety systems and after-hours security, overseeing furnishings/fixtures and parts inventory, administering move services and the fleet, managing utilities and waste, ensuring emergency preparedness and business continuity, and providing space and property administration

This role is currently designated as hybrid and may provide incumbents with flexibility for partial telecommuting.

JOB PURPOSE:

Oversee and manage facilities-related maintenance, repair, equipment service contracts including bidding, contract management, in-field oversight of work, monitoring work for quality and completeness in scope.
Maintenance Operations executes its work through a combination of self-performed tasks utilizing staff and the use of contract services for specialty trades/services, some larger repair projects, for peak period service demand coverage, back-up coverage for emergency response
Maintenance has approximately 100 annual blanket contracts for various services plus handles a number of stand-alone larger repair project POs each year to meet our operational needs

CORE DUTIES*:

Coordinate daily activities of assigned shop(s), including: scheduling and assigning work to staff and directing and leading workers in completing assigned work; monitoring work and project activity progress, making necessary changes; completing performance evaluations of assigned staff; performing quality assurance checks, and coordinating health and safety programs and training.
Track budget for area of responsibility, and provide time and workforce needs and estimates to higher level management based on cost analyses, ensuring work is completed according to stipulated price and agreement.
Implement, interpret, and manage policies and procedures pertaining to operations and facilities management.
Manage service contracts as applicable.
Coordinate activities, construction, and renovation with Stanford staff, subcontractors, and/or vendors. Support assigned project activities; ensure compliance with larger unit goals.
Setting up contracts for services - contacting contractors, scheduling interviews for new potential contractors, working with Vendor Management to set up compliant purchase orders for services; check compliance requirements are met for performing work on campus
Where work is supplemental to a shop, work with individual trade shop managers on specific specialty trade contract needs, documenting desired work scope, monitoring performance of each contractor, scheduling of work, coordination with facilities occupants to allow entry to perform work
Receiving requests for contracted services
For shop supplemental contracts, working with the requesting shop manager for scope, bids, timing
Scheduling the work with the vendor and building manager;
Logging each service use occurrence on individual tracking spreadsheets for each contract service provider linking to work orders
Ensure timely invoice approval
Drawing down the balance on each contract as work is completed/invoices paid
Working with stakeholders in identifying need for additional funding on each contract if/when needed as balances are drawn down
Working with the maintenance team and operating units on adding or dropping contract service providers based on their performance, pricing, responsiveness

* - Other duties may also be assigned

ADDITIONAL DUTIES:

Provide reciprocal back-up coverage during absences for the Assistant Manager, Contract Services - Structural Trades and Labor Services
Function as part of the Maintenance Operations Management Team in organizational planning, goal setting, metrics reporting.

MINIMUM REQUIREMENTS:

Education & Experience:

A combination of education, training and experience performing responsibilities similar to those listed above

Knowledge, Skills and Abilities:

Ability to coordinate daily activities including work scheduling, quality assurance, program validation, monitoring of maintenance activities, and supervision of personnel.
Demonstrated experience working with subcontractors/vendors and demonstrated ability to monitor project activities and ensure compliance with internal/external regulations.
Demonstrated experience analyzing and interpreting policies.
Knowledge of environmental and safety rules, regulations, and policies. Ability to conduct job site inspections to ensure compliance.
Ability to follow written and verbal directions and communicate those instructions to others.
Excellent computer skills

Additional Knowledge, Skills and Abilities Considered Highly Desirable:

Demonstrated knowledge of the building trades, their respective roles, operation and maintenance for building systems
Demonstrated ability to communicate effectively verbally and in writing, including developing spreadsheets or other documents to clearly convey information

Certifications and Licenses:

none

Additional Certifications and Licenses Considered Highly Desirable:

Proficiency certifications in specific, relevant computer applications

PHYSICAL REQUIREMENTS*:

Frequently sitting, perform desk-based computer tasks, lift/carry/push/pull objects that weigh up to 10 pounds.
Occasionally stand/walk, twist/bend/stoop/squat, grasp lightly/fine manipulation, use a telephone, lift/carry/push/pull objects that weigh up to 11-20 pounds.
Rarely kneel/crawl, climb (ladders, scaffolds, or other), reach/work above shoulders, grasp forcefully, writing by hand, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.

* - 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.

WORKING CONDITIONS:

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.

WORK STANDARDS:

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.

The expected pay range for this position is $85k to $105k per annum( $40.87-$50.48 / hour).

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. 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.

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 enriches the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, 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. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also 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

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.

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.

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.

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About Stanford University

Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?

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