ABOUT STANFORD UNIVERSITY 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 high-quality services to students and other members of the university community. The department has an annual operating budget of over $350M, operates 24/7/365, and oversees a $3B asset portfolio comprising a 7 million sq. ft. physical plant across the campus. In autumn quarter of the 2021-22 academic year, R&DE will return to providing housing for over 13,000 students and dependents, serving meals at 17 dining halls, 12 retail locations, and operating athletic concessions and conference operations. Additionally, R&DE comprises 900 FTE staff in the following divisions: Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, Maintenance Operations and Capital Projects, and a team of R&DE strategic business partners: Finance & Administration, Information Technology, Human Resources, and Strategic 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.”
This role is designated as essential and requires incumbents to report to work onsite. Telecommuting is not available for this role.
JOB PURPOSE:
In general, this role will oversee and manage assigned staff, including other supervisors/managers, engaged in facilities management or building/equipment maintenance. Participate in department/unit strategic management. In particular, under the direction of the Assistant Director for Operations and Workflow Systems, this role will oversee all Maintenance Operations-related purchasing, receiving, and inventory control acting as a working manager; guiding, directing, training, and supervising subordinate staff, functioning as primary responsibility assignee for inventory organization, accuracy, processes; provide back-up coverage for purchasing and receiving functions in the absence of primary direct reports assigned these tasks or supplementing during peak demand periods. Assist with creating, tracking, and analyzing performance metrics for these areas. Assist with process review, making recommendations for improvements, and documenting processes.
CORE DUTIES:
- Oversee the daily operation and management of assigned facilities and programs, including scheduling and assigning work to staff and coordinating with staff, subcontractors, and/or vendors; coaching lower-level managerial staff; overseeing staffing and performance evaluation of assigned staff; contributing to department or division staffing needs forecast.
- Clarify and resolve problems spanning multiple areas or technical fields and/or oversee or develop programs within assigned facilities.
- Manage and/or develop a budget for areas of responsibility, including staffing, maintenance, contracts, etc.
- Manage ongoing service contracts as applicable.
- Participate in department/unit strategic management, including making recommendations involving short-term planning for facility-type projects and for longer-range programs/projects; providing input into long-range financial, budgeting, and programmatic planning and development; providing input into the development of policies and procedures; interpret and manage policies and procedures for assigned area.
- Oversee and/or monitor project activities; ensure integration with larger unit goals; coordinate with staff, subcontractors, and/or vendors.
- Understand and perform as required the functions of purchasing and receiving processes, inventory organization, and inventory control; function as backup for any of these functions.
- Develop an understanding of/proficiency with the fiscal processes, and proper accounting related to purchasing and inventory management.
- Develop proficiency with Oracle and other systems related to purchasing, inventory, and charging of parts against work orders.
- Troubleshoot processes related to purchasing, receiving, and inventory procedures, make process improvements and implement recommendations.
- Document all workflows/processes and responsibilities related to purchasing, receiving, and inventory systems.
- Take ownership of inventory organization to ensure straightforward, intuitive location of parts in stock by technicians, monitoring stock levels, and ensuring timely reorders of stock to avoid running out of supplies.
- Proactively work with Assistant Directors who manage each shop to determine parts or special inventory needs prior to peak demands throughout the academic year.
- Monitor suppliers for pricing changes, and supply chain issues to maximize competitive pricing and product availability.
- Work directly with vendors on vendor-managed stock programs as implemented to ensure timely and accurate servicing of specific inventory types.
- Actively monitor/direct organization, and maintenance yard (receiving) space utilization for items being received to expedite delivery to end users and minimize loss/damage of products received.
- Provide training for new staff members; assess training needs of existing staff including all relevant applications.
- Oversee the work of all agency and contracted team members assigned to this group based on operational needs.
- Develop performance metrics for purchasing, receiving, and inventory operations; document and track these metrics providing periodic reporting as directed, analyzing unit performance through metrics and stakeholder feedback.
- Provide an explanation of and troubleshooting for deviations in metrics.
- Assess and recommend technology improvements to enhance efficiency, accuracy, and communications with stakeholders.
- - Other duties may also be assigned
MINIMUM REQUIREMENTS:
Education & Experience:
Bachelor's degree in engineering or other appropriate technical area, or combination of technical education, training, and experience. Two or more years of experience managing facilities operations and maintenance staff in an environment with a variety of building types (administrative offices, classrooms, laboratories, residential & dining facilities, auditoriums, etc.).
Knowledge, Skills, and Abilities:
- Knowledge of environmental and safety rules, regulations, and policies.
- Demonstrated ability to work and communicate effectively with others.
- Demonstrated experience managing service contracts and parts, and materials suppliers.
- Demonstrated experience developing and managing budgets.
- Demonstrated experience planning, developing, and implementing programs.
- Ability to interpret planning specifications, documents, working drawings, and related reports.
- Analytical skills to analyze and track performance metrics and financial data related to functions supervised.
- Interpersonal skills, and 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 daily activities/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, and Project.
- Ability to follow written and verbal directions and communicate those instructions to others.
- Excellent verbal and written communication skills.
- Excellent computer skills.
Certifications and Licenses:
None
PHYSICAL REQUIREMENTS*:
- Frequently sitting, performing desk-based computer tasks, lift/carry/push/pull objects that weigh up to 40 pounds.
- Occasionally stand/walk, twist/bend/stoop/squat, grasp lightly/fine manipulate, 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, write 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 the job.
WORKING CONDITIONS:
- Requires 24-hour response availability seven days per week for emergency situations.
- May be exposed to noise > 80dB TWA.
- May work 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.
- Champions actively all department Diversity, Equity, Inclusion, Belonging initiatives.
The expected pay range for this position is $120K to $130K per annum( $57.69-$62.50 / 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.