Fleet and Property Administrator
Employment Type: Full-Time
ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:
Founded in 1891, Stanford University is among the top academic institutions in the country, excelling in a wide range of fields from the humanities to information technology to the health sciences and medicine. The university is located near Palo Alto, 35 miles south of San Francisco, on an 8,800-acre campus.
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. The Department has an annual operating budget of over $270 million, oversees a 5 million sq. ft. physical plant across the campus, and provides housing for over 13,000 students and dependents, serves over 18,000 daily meals at 30 dining and retail locations and over 300,000 meals at Athletic Concessions events, and hosts 20,000 conference guests annually. Additionally, R&DE comprises 735 FTE staff in the following divisions: the Office of the Senior Associate Vice Provost, Student Housing, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology and Communications.
'Students (Customers) First' is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day. In R&DE,'Excellence is defined by aligning our strategic goals and performance with our vision.'
Stanford and R&DE are committed to creating and sustaining a diverse environment. R&DE's dedication to promoting diversity, multiculturalism, and inclusion is reflected in our work of providing service excellence to our students. Diversity is more than a commitment-it is foundational to what we do. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other characteristics that make us different.
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.
Perform specialized, diverse work activities and oversee larger complex buildings for a school or central unit. Coordinate solutions, working independently, solely supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of a complex facility. These facilities are defined as a building posing greater regulatory and/or safety risk impact to the Stanford community or non-laboratory, multiple buildings with broader scopes of responsibility. This is an individual contributor role.
* Serve as property operations / maintenance point of contact for facilities' issues in complex facilities as defined above; 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 ( formulated by another group, FSM), analyze results and decide status; 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, manage related budget; coordinate maintenance logistics (to avoid faculty conflicts, events).
* 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 facility security programs 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.
* Serve as safety management coordinator by: correcting identified safety issues, performing root cause analysis, identifying and tracking corrective actions; tracking chemical inventory, disposal, hazardous waste; developing, coordinating, evaluating and ensuring compliance with disposal procedures in laboratory settings; developing and conducting safety training and/or new employee facility orientation; and maintaining and participating in emergency preparedness, recovery and business continuity coordination
* Coordinate communications services (network administration, desktop support, primary troubleshooting, and telephony liaison); provide updates, alerts, notifications to building occupants, including websites, phones; and oversee mailing services, shipping and delivery.
* 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).
* May oversee and supervise assigned staff engaged in supporting the physical environment and building systems.
HIGHLY DESIRABLE QUALIFICATIONS AND EXPERIENCE:
* Experience managing a large fleet of diverse vehicles connected to numerous stakeholders
* Experience implementing, managing, and reporting on GPS telematics
* Experience with physical inventory management and database recordkeeping
* Ability to provide excellent customer service as related to fleet services and capital asset management in a fast paced environment
Education & Experience:
Bachelor's degree and five years related, demonstrated technical facilities management experience, or a combination of education and relevant experience.
Knowledge, Skills and Abilities:
* Analytical skills to analyze and track complex space, equipment and financial data.
* 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 Class Driver's license.
* Ability to demonstrate effective cultural competence in diversity and inclusion practices, strategies, systems and policies.
* 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 20 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 Driver's 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 the 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.
* 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.
* Schedule: Full-time
* Job Code: 4373
* Employee Status: Regular
* Grade: I
* Requisition ID: 88129