Access Control Administrator

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:

·       Perform specialized, diverse work activities and oversee larger complex buildings for a school or central unit. Coordinate solutions, working independently, solely supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of a complex facility. These facilities are defined as a building posing greater regulatory and/or safety risk impact to the Stanford community or non-laboratory, multiple buildings with broader scopes of responsibility. This is an individual contributor role.

·       Manage the hardware, system functionality of electronic access systems

·       Assist with and perform system troubleshooting, diagnostics, new component part activation

·       Work closely with Locksmith team on electronic access installation planning – parts and labor needs

·       Assist with access systems preventive maintenance programs – development, planning, execution

·       Co- manage all aspects of key and core combination hierarchies, applications providing back-up coverage for these responsibilities when required

·       Co-manage the maintenance of all building keying records

·       Working with master keying systems structure, keying heirarchy

·       Assist with keying system design and oversight of building keying projects.

·       Perform key audits to ensure keying system integrity.

CORE DUTIES:

·       Serve as property operations / maintenance point of contact for facilities’ issues in complex facilities as defined above; initiate work requests, monitor completion; manage maintenance and renovations budget; coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment), suggest metrics, monitor and report related trends.

·       Perform condition assessments on appearance, equipment, or troubleshooting ( formulated by another group, FSM), analyze results and decide status; identify and establish preventive maintenance plan; coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up, shutdown requirements), analyze date and provide recommendations; coordinate, direct, inspect and approve contract work, third party vendors; identify, recommend & implement building operations & process modifications to the facility for increased productivity and/or cost reduction, manage related budget; coordinate maintenance logistics (to avoid faculty conflicts, events).

·       Handle property administration by troubleshooting, completing tagging, data entry & inventory; completing purchase orders, receiving; completing record keeping; establishing tracking system, gathering information and, information gathering and support for space allocation decision makers.

·       Implement facility security programs by developing procedures/practices, distributing keys, providing building access, monitoring access records, assessing security infrastructure needs (security cameras, interlocks, alarms); and assessing and changing access schedules.

·       Complete project coordination by performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation.

·       Serve as safety management coordinator by: correcting identified safety issues, performing root cause analysis, identifying and tracking corrective actions; tracking chemical inventory, disposal, hazardous waste; developing, coordinating, evaluating and ensuring compliance with disposal procedures in laboratory settings; developing and conducting safety training and/or new employee facility orientation; and maintaining and participating in emergency preparedness, recovery and business continuity coordination

·       Coordinate communications services (network administration, desktop support, primary troubleshooting, and telephony liaison); provide updates, alerts, notifications to building occupants, including websites, phones; and oversee mailing services, shipping and delivery.

·       Coordinate space management and planning activities including analyzing moves for minimal disruption; move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization; providing input into facilities renewal model; and capital plan implementation (as assigned).

·       May oversee and supervise assigned staff engaged in supporting the physical environment and building systems.

·       Maintain R&DE Key Database by assigning core mark with location information and spaces.

·       Plan, control, keep all records for all R&DE key core pinning database to meet high-level building security requirements.

·       Prepare and generate core combination using Best Access manual calculation or by using Best Access Keystone program for re-keying work orders or projects.

·       Oversee keying or re-keying of all facilities, work with vendors, project managers, coordinators, building managers in re-keying rooms, buildings, during construction or renovation or due to loss of master key, etc. including development of keying plan, developing cost estimates for keying projects, project schedule development, scheduling work with the vendor and building manager.

·       Performs project quality assurance function for facilities keying/re-key by testing new keys in all room cores before the opening of a facility.

·       Provide technical direction for BU locksmith staff in core re-pinning and cutting keys.

·       Manages, organizes, tracks, determines appropriate levels for all (thousands) keys, locks, cores, hardware inventory for all security operations.

·       Orders and receives all keys, cores, security, and other hardware for stock and special projects.

·       Prepares and assigns core and key packets for all student room/apartment re-keys.

·       As a subject matter expert, performs construction/renovation project plan reviews for keying, access control requirements, lock, hardware needs.

·       Manage projects, special studies, reports as assigned.

·       Work with the Stanford Fire Marshal Marshall and Stanford Facility lock shop in maintaining keys inside the Knox Boxes at all Housing and Dining facility locations for first responders.

·       Maintain secured key vaults throughout R&DE.

·       Provides direction to temporary support staff and vendors for special initiatives.