Building and Events Coordinator

Stanford University - Stanford, CA (30+ days ago)4.3


Job Code: 4371
Job Grade: F

The Hoover Institution at Stanford University is seeking a full-time Building and Events Coordinator.

A cover letter and resume are required for full consideration.

About Stanford University's Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs.

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenge.

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity, while securing and safeguarding peace for America and all humanity.

JOB PURPOSE:
The Building and Events Coordinator reports to the Senior Facilities Manager in support of the Hoover Institution Facilities Department and Mailroom. The Building and Events Coordinator is a key partner in a six-person team that provides proactive and reactive service to ensure Hoover Institution facilities meet the expectation of Fellows, staff, visitors and guests. The ideal candidate will have a great attitude, a commitment to teamwork, a customer service mindset and exude a professional demeanor at all times.

This position, in collaboration with other Facilities staff, will be responsible for managing the day-to-day building operation of the David and Joan Traitel Building, the Herbert Hoover Memorial Building, the Lou Henry Hoover Building and Hoover Tower. The Building and Events Coordinator performs specialized, diverse work activities and coordinates solutions supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems at the Hoover Institution. Responsibilities include: interfacing with building occupants to ensure safe and comfortable work environment; upkeep of shared equipment and workrooms; coordination of office moves; liaison to custodial services; oversight of health & safety; implementation of security systems. In addition, this position will help support events at the Hoover Institution, including working with events managers; setup and operation of audio/visual equipment for on-site conferences and seminars; and coordination of conference setup and logistics. As part of the Facilities team, this position will regularly provide back-up support and cross-training with other Facilities staff.

Additional responsibilities include, but are not limited to: copier billing, maintenance and tracking; audio/visual equipment maintenance; key control and card access; maintenance of AEDs and Trauma Kits; assistance with coordinating DOC; creation of diagrams for office layouts; submitting work requests for building maintenance; and assisting with shipping and receiving.

CORE DUTIES:
Serve as property operations / maintenance point of contact for facilities' issues in assigned building(s), unit(s), lab(s); initiate work requests, monitor completion; coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment); perform condition assessments on appearance, equipment, or troubleshooting (formulated by another group, FSM); implement preventive maintenance plan; coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up, shutdown requirements); coordinate 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 faculty conflicts, events).
Handle property administration by completing tagging, data entry and inventory; completing purchase orders, receiving; and completing record keeping, tracking, information gathering and support for space allocation decision makers.
Implement facility security programs by 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; tracking chemical inventory, disposal, hazardous waste; communicating and implementing disposal procedures in laboratory settings; conducting safety training and/or new employee facility orientation; 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: 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).

ADDITIONAL CORE DUTIES*:
Serve as a member of an events team, and contribute in a wide variety of functional areas including event logistics and facilities.
Manage, maintain, and operate audio/visual equipment for Hoover Institution events.

  • - Other duties may also be assigned
MINIMUM REQUIREMENTS:
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*:
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 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.
Availability to work evenings and weekends when needed for events.

WORK STANDARDS:
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.

The Hoover Institution at Stanford University 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.