Facilities Plan & Design Job Captain

Stanford Health Care • Palo Alto, CA

5d • $34 - $43 • Hybrid

About The Position

Shape the environments where world-class care happens. As a Job Captain in Stanford Health Care Facilities Planning & Design team, the role will directly support the spaces that enable healing, innovation, and patient experience. In this full-time, hybrid role (minimum 2 days onsite but as required to support projects), the Job Captain will be at the center of project coordination for planning and design of healthcare capital projects- keeping teams aligned and projects moving forward. Because this role will be critical in supporting the FPD project managers in early phases of design (Feasibility, Concept Phase, Schematic Design, and Design Development) or in Space Management, familiarity with project phases would be preferred. Responsibilities will include managing project documentation, supporting contracts and invoices, coordinating meetings and schedules, and partnering with FPD project managers in coordinating outside architects and vendors to deliver high-quality outcomes. Success means staying organized, detail-driven, and proactive across multiple priorities.

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

The Facilities Planning & Design (FPD) business unit leads the planning, design, and improvement of Stanford Health Care’s spaces to advance excellence in care, innovation, and experience. With expertise across Planning, Design, Land Use & Licensing, Art, Wayfinding, Signage, and Facilities Administration, FPD turns vision into reality, creating functional, compliant, and inspiring environments aligned with Stanford Medicine’s mission.

A Brief Overview
The Job Captain is responsible for supporting the leadership and project management teams with Facilities Services projects. The Job Captain works both independently and collaboratively to deliver planning, documentation, and coordination tasks that impact project outcomes across multiple related work areas. The role contributes to process consistency, quality, and efficiency within the project delivery lifecycle. This role supports ongoing communication with project teams and may provide preliminary review of project financial and technical documentation. This role engages in the planning, organizing, managing, and overseeing of all document control and distribution processes, ensuring that all project‑related documentation received from architects, consultants, contractors, and internal staff is accurate, complete, and properly maintained.

Requirements

• Bachelor’s degree required.
• 0 – 6 months of related experience in construction, design, construction management, or planning support.
• Ability to prioritize and manage multiple tasks with accuracy and attention to detail.
• Ability to communicate effectively, both in writing and verbally.
• Ability to establish and maintain effective working relationships across all levels of the organization and with external partners.
• Ability to organize, track, and complete detailed project documentation.
• Proficiency with Microsoft and standard project delivery software.
• Ability to read and interpret drawings and schematics.
• Ability to apply professional judgment to resolve moderately complex project documentation issues and interpret design standards, workflows, and procedures.
• Ability to consistently adhere to documentation and coordination standards and protocols.
• Broad understanding of facilities planning, design processes, and the interdependencies across architecture, engineering, and construction project phases.

Nice To Haves

• Bachelor’s degree in Architecture, Engineering, Construction Management, or a closely related discipline preferred.
• familiarity with project phases would be preferred.

Responsibilities

• Coordinate agendas, and action tracking
• Managing calendars and coordinating stakeholder communication for multiple meetings
• Maintain and organize project documentation in SharePoint and project management systems
• Support RFQs, RFPs, contracts, and invoice verification workflows
• Build and interpret project schedules using tools like Excel or MS Project
• Contribute to presentations and graphics (PPT) and support design coordination
• Opening CAD files or PDF drawing files in Bluebeam
• Review lists and action items with the ability to sort in Microsoft Excel
• Support Project Managers with coordination and administrative tasks, including scheduling and managing user group meetings, preparing agendas, and recording and distributing meeting minutes.
• Meet regularly with internal and external stakeholders to monitor project progress and support design activities.
• Manage project documentation by distributing, archiving, verifying, and maintaining accuracy and organization of all materials.
• Maintain and improve document control systems, ensuring standardized, efficient, and up‑to‑date processes.
• Maintain effective communication with internal teams, consultants, contractor representatives, and other stakeholders.
• Conduct initial review of pay applications, change orders, requests for information (RFIs), submittmits, and other construction‑related documents.
• Coordinate updates and revisions with consultants and internal team members, ensuring accurate integration into project files.
• Support planning activities, including room data sheets, equipment layouts, furniture plans, and program validation tasks.
• Perform additional duties in support of project operations, documentation, and administrative needs.

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

What This Job Offers

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