Contracted Services Administrator

Land, Buildings and Real Estate, Stanford, California, United States

Compliance Legal

Post Date Jul 15, 2024

Requisition # 103942

Welcome to Land, Buildings & Real Estate:

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a LEGACY."

Department Introduction:

Contracted Services manages the major external contracts for Stanford academic buildings & grounds, internal service contracts for LBRE as well as field quality service inspections.

Job Purpose:

Provide administrative and operational support with limited supervision, emphasizing field support for quality assurance inspections. This role requires a significant onsite presence to perform field assessments and ensure the highest standards of our custodial, elevator, pest control, roof maintenance, dock levelers, roll- up and fire doors and other facility-related service contracts. The position will involve inspecting buildings around the campus to address facility-related issues, including early morning start times for custodial inspections.

Due to operational needs the schedule for this position is 5 days per week on-site, Monday to Friday 7:00 a.m. -3:30 p.m. or 6:00 a.m. - 2:30 p.m. This schedule will be required for an initial 6-month period, with thepossibilityof transitioning to a hybrid model thereafter.

Core Duties*:

• This job is primarily onsite, performing Facility field assessments, quality assurance inspections, and addressing facility-related issues around the campus to ensure facilities contract compliance.

• Engage with University stakeholders and serve as liaison between contractor and community.

• Follow up on complaints or issues, check for completion and quality of work, and escalate safety issues for corrective action.

• Coordinate schedules, including arranging services with vendors, resolving calendaring conflicts and communicating preventive maintenance operations

• Support vendors with onsite needs, SUNET ID’s, access to FIMS and EAM including parking, building access & storage.

• Attend weekly meetings with multiple vendors to review current issues and determine follow-up action items.

• Utilize validation systems to verify contractor work, including dates, notifications, and photographic evidence.

• Document and follow up on elevator trouble calls, ensuring prompt resolution and communication.

• Maintain meticulous asset records, including elevator maintenance, and state and county inspections.

• Review, amend, deny, and approve invoices and requisitions as appropriate. Verify invoice details, including proper accounting cost.

• Support service procurement process, including updating assets, soliciting current pricing, and COIs required for the procurement process.

• Coordinate with third-party inspections.

• Provide and communicate Process Improvement recommendations.

• 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.

• *Other duties may also be assigned

Education & Experience:

• Bachelor's degree with two years of experience in performing the above listed duties or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Strong organizational skills and attention to detail.

• Excellent communication and interpersonal skills.

• Ability to manage multiple tasks and priorities effectively.

• Experience partnering with internal customers, understanding business needs, and providing excellent procurement services.

• Familiarization with Regulatory requirements applied to Service Contracts.

• Demonstrated experience working with various service contract types.

• Knowledge of contract management and vendor relations. Familiarity with preventive maintenance planning and scheduling.

• Demonstrated ability to communicate well both orally and in writing.

• Proficiency in Microsoft Excel and experience with financial systems (e.g., Oracle).

• Utilize Smartsheet and Excel for operational needs.

Certifications and Licenses:

• None

Physical Requirements:

• Frequently perform desk based computer tasks, use a telephone, sit and use light/fine grasping.

• Occasionally stand, walk and write by hand, lift, carry, push, and pull objects weighing 10 pounds or less.

• Rarely kneel, crawl, climb, twist, bend, stoop, squat, reach or work above shoulders, grasp forcefully and sort, file paperwork or parts.

Working Conditions:

• Requires 24 hours response availability seven days per week for emergency situations

• Additional work hours on an as-needed basis

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 $87,000 to $102,000 per annum.

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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

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 enrich 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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting acontact form.

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.

Additional Information

• Schedule: Full-time

• Job Code: 2311

• Employee Status: Regular

• Grade: H

• Requisition ID: 103942

• Work Arrangement : Hybrid Eligible