Facilities Specialist

Overview

Stanford Libraries is seeking a full-time Facilities Specialist 1 to join the Facilities Services Team. The Libraries values are rooted in a commitment of mutual respect, the idea that every member of the staff has something to contribute, and that learning is constant. We seek a team member who is ready to share their skills and perspectives.

About Stanford Libraries
Stanford Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling the teaching, learning and research across Stanford by acquiring, stewarding, and making available a robust collection, currently in excess of 12 million items. Everyone in the organization plays a vital role in fulfilling that objective. Our dedication to discoverability and information management also has us engaged in dynamic global partnerships.

We are constantly building and strengthening our organization, and we recognize striving for excellence is a marathon and not a sprint. We are constantly trying to strike the right pace and admit there are times when we find ourselves at a fast jog. While we hope to always find candidates who fit within our organization, what we truly seek is someone who will add to our culture, our profession as well as the greater academic arena.

We are invested in the success of our teams and the individuals who represent Stanford Libraries.

About The Position
Perform specialized, diverse work activities as assigned, under the direction of a supervisor. Coordinate solutions, under limited supervision, supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of the university. This is an individual contributor role.

Facilities Operations & Maintenance

• Serve as the property operations/maintenance point of contact for facilities issues in assigned buildings, units, and labs. Initiate work requests and monitor completion.
• Coordinate and monitor routine maintenance services (trash, utilities, custodial, pest control, long‑term preservation, inspections, grounds, landscapes, alarms, systems, and equipment).
• Perform condition assessments on appearance, equipment, or troubleshooting (as formulated by another group such as FSM). Coordinate contract work and third‑party vendors.
• Identify, recommend, and implement building operations or process modifications to improve productivity or reduce costs.
• Coordinate maintenance logistics to avoid conflicts with faculty, events, or program activities.
• Assist management with the consistent operational workflows.
• In support of operations make recommendations on procedures, troubleshooting routine issues, and services.
• Participate in the onboarding, basic procedural training, and facilities service expectations.

Other duties as assigned

Operations Improvements

Property & Space Administration

• Handle property administration including tagging, data entry, inventory management, recordkeeping, purchase orders, receiving, and information tracking.
• Support space allocation decision makers.

Security & Access Management

• Implement facility security programs by issuing keys, providing building access, monitoring access records, and assessing security infrastructure needs (security cameras, interlocks, alarms).
• Adjust access schedules as needed.

Project Coordination

• Perform assigned tasks within departmental projects.
• Act as project coordinator/liaison.
• Oversee and execute small, local projects including scheduling, organization, budgeting, and implementation.

Safety & Compliance

• Serve as safety management coordinator by correcting identified safety issues.
• Track chemical inventory, hazardous waste, and disposal procedures in laboratory settings.
• Conduct safety training and new‑employee facility orientation.
• Participate in emergency preparedness, business continuity, and recovery efforts.

Communications & Mail Services

• Coordinate communication services (network administration support, desktop support liaison, primary troubleshooting, telephony liaison).
• Provide updates, alerts, and notifications to building occupants via web, printed, or digital means.
• Oversee incoming/outgoing mail,…