Facilities Operations Specialist 3

Stanford Health Care • Menlo Park, CA

13d • $53 - $70 • Hybrid

About The Position

As a Facilities Operations Specialist lll, this individual will serve as a senior-level business operations partner supporting Facilities Services’ capital construction and operations portfolio. This role is responsible for managing and improving processes related to construction financial administration, including contractor invoice audits, owner-controlled insurance program administration, capital project reporting, payment application tracking, and stakeholder communications. The individual will work closely with construction managers and business leaders to consolidate project information, analyze data, develop executive-ready reports and presentations, and provide oversight of key operational workflows. Success in this role requires strong project coordination, process improvement, financial acumen, analytical storytelling, and the ability to independently interpret complex information while supporting multiple high-visibility capital initiatives.
The Facilities Services division enhances health through leadership, collaboration, and innovation. Our team offers essential non-clinical support 24/7, ensuring safe operations and planning for future needs. We represent the intersection of planning, construction, general services, and facilities operations. Learn more about Facilities Services at: Facilities Services | Stanford Health Care
Business Operations and Strategic Initiatives (BOSI) ensures that all corporate business aspects run smoothly within the Facilities Services division. This team supports budgeting, staffing requests, and policy development, serving as a conduit between the Facilities Services business units and strategic partners in Human Resources, Technology & Digital Solutions, Supply Chain, Finance, and the Office of General Counsel.

A Brief Overview
The Facilities Operations Specialist III (Senior) will be responsible for managing various operational tasks, process improvements, and documentation to support the efficiency and effectiveness of Facilities Services. This position requires strong analytical skills, attention to detail, and the ability to communicate effectively with internal and external stakeholders. The role mentors Specialists I/II, manages stakeholder relationships, and translates strategic objectives into analytic roadmaps and measurable outcomes.

Requirements

• 5+ years of experience in analysis and data management (Required)
• Experience in data extraction, relational database, and other business intelligence tools (Required)
• Foundational knowledge of relational databases; ability to read simple data models and table relationships.
• High Proficiency with MS Excel (pivot tables, lookups), Access, PowerPoint, and Word.
• Strong attention to detail, data quality, and organizational skills; ability to follow SOPs and manage multiple tasks with supervision.
• Clear written and verbal communication; customer service orientation.
• Ability to work collaboratively and learn quickly; curiosity to improve processes.
• Excellent written and verbal communication skills; ability to influence and present at multiple levels of the organization.
• Thorough understanding of data privacy, security, and healthcare compliance expectations.

Nice To Haves

• Familiarity with facilities management systems and Internet of Things (IoT) concepts preferred.
• Prior healthcare experience (Preferred)

Responsibilities

• Perform data entry, cleansing, reconciliation, and quality checks for asset, work order, occupancy, and energy-related data.
• Maintain report documentation, data dictionaries, and standard operating procedures (SOPs).
• Assist with building, updating, and testing dashboards and metric reports
• Monitor and escalate data quality issues; conduct initial root-cause analysis under supervision and track remediation.
• Develop and maintain Excel/Power BI-based tools for reporting and analysis.
• Provide customer service to end users, triage requests, and maintain a reporting request queue.
• Submit requisitions in Workday for purchase orders and purchase order changes.
• Processes and tracks invoices to ensure timely payment to vendors
• Mentor and train Specialists I/II; author standards, SOPs, templates, and best practices; champion continuous improvement.
• Represent Facilities Operations in governance forums and enterprise initiatives; prepare executive-level presentations and recommendations.
• Evaluate and influence technology roadmaps; collaborate with vendors; assess and realize benefits of analytics solutions

Benefits

• Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing employees must adopt and execute C-I-CARE standards for all of patients, families and towards each other. C-I-CARE is the foundation of Stanford’s patient-experience and represents a framework for patient-centered interactions. Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery.
• You will do this by executing against our three experience pillars, from the patient and family’s perspective: Know Me: Anticipate my needs and status to deliver effective care Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health Coordinate for Me: Own the complexity of my care through coordination
• Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior