Facilities Program Administrator

SLAC Job Postings

Position overview

SLAC's Facilities and Operations Division manages one of the world's premier science facilities on a Stanford site with 150+ structures for the Department of Energy. We are a service organization committed to the support and success of the Laboratory's Scientific Mission by providing safe and responsive engineering, construction, operations and maintenance of equipment, buildings and infrastructure.

We are seeking an Engineering Administrator for SLAC's Facility Engineering Department. This position would be reporting to the Associate Director of Engineering who leads a team of 30 multidisciplined engineers, designers and support staff. The Engineering Administrator is responsible for support and coordination activities document control and management for the team that includes electrical, mechanical, civil, structural, architectural, process control and instrumental operations at SLAC, inclusive document control and management, engineering standards/policy management, support for planning and coordinating projects, facilitating communication, supporting routine department procurement activities, and supporting the overall efficiency and effectiveness of the team. The department primarily collaborates with the Projects Management Office, F&O Operations and Facilities Management and Planning, Environmental Safety and Health including the Building Inspection Office, and the Science Directorates.

SLAC is a U.S. Department of Energy (DOE) laboratory operated by Stanford University and based in Menlo Park; CA.

Your specific responsibilities include:

Document Control and Management:

• Maintain and update policy and procedure documents
• Manage document repositories including AutoCAD PLM (i.e. Teamcenter), SharePoint, Smartsheet, network drives, and project management software
• Oversee document control workflows and change control processes
• Manage document numbering system and database

Project Support:

• Manage design management and SME support requests
• Assist Design Manager with coordination of design reviews, project support activities, RFI's and submittals
• Act as communication coordinator between project teams and engineering
• Assist in supporting drawing requests and design database.
• Assist in managing the as-built review and upload process

Facilities Operations support

• Provide general administrative support for engineering standards, design guides, and specifications
• Assist with onboarding, office space facilitation, and inventory management
• Procurement support and tracking and purchase card support
• Coordinate supplies, travel arrangements, and internal/external meetings
• Facilitate quality control customer service, track budget for cost efficiency, and service requests
• Manage PPE, computer peripherals, and telecommunications
• Update organizational charts for new and outgoing personnel
• Handle application licenses, training metrics, fleet and mail facilitation
• Coordinate team meetings and events, and manage in-house training schedules
• Develop and maintain a vendor list and facilitate vendor registration
• Manage general engineering support requests
• Track and follow up on department deliverables
• Calendar support for Engineering Director

To be successful in this position you will bring:

• Bachelor's degree and three years related, demonstrated facilities program management experience, or a combination of education and relevant experience.
• Exceptional organizational and time management abilities
• Excellent written and verbal communication skills
• Experience with document control systems
• Experience working with internal and external vendors and services contracting.
• 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.
• Proficiency in Microsoft Excel, Word, PowerPoint, Project, Teams, Smartsheet

Certifications and Licenses:

• Valid California Non-commercial Class Driver's license.

SLAC employee competencies:

• Effective Decisions: Uses job knowledge and solid judgment to make quality decisions in a timely manner.
• Self-Development: Pursues a variety of venues and opportunities to continue learning and developing.
• Dependability: Can be counted on to deliver results with a sense of personal responsibility for expected outcomes.
• Initiative: Pursues work and interactions proactively with optimism, positive energy, and motivation to move things forward.
• Adaptability: Flexes as needed when change occurs, maintains an open outlook while adjusting and accommodating changes.
• Communication: Ensures effective information flow to various audiences and creates and delivers clear, appropriate written, spoken, presented messages
• Relationships: Builds relationships to foster trust, collaboration, and a positive climate to achieve.

Physical requirements and Working conditions:

• 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.
• Given the nature of this position, SLAC is open to on-site and hybrid work options

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 environment, safety and security; communicates related concerns; uses and promotes safe behaviors based on training and lessons learned. Meets the applicable roles and responsibilities as described in the ESH Manual, Chapter 1General Policy and Responsibilities: http://www-group.slac.stanford.edu/esh/eshmanual/pdfs/ESHch01.pdf
• 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/

• Classification Title: Facilities Specialist 2
• Grade: G, Job Code: 4372
• Duration: Regular Continuing

The expected pay range for this position $82,603- $97,328 per annum. SLAC National Accelerator Laboratory/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.