Project Specialist

This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze. Work Arrangement: Hybrid – 4 days onsite/1 remote Budgeted Salary: The budgeted base salary range for this position is $96,000 per $112,000 per annum. Department/Program Description: Facilities Planning and Safety (FPS) supports teaching, research and creative expression within the School of Humanities and Sciences by fostering safe environments through thoughtful planning and management of facility projects and space utilization. FPS supports teaching and research within H&S, which utilizes over one million square feet of space distributed over more than 60 buildings. The school's geographical reach extends to Stanford in Washington and the Jasper Ridge Biological Preserve. Physical space and facilities are integral to Stanford's excellence in teaching and research, and the FCP team responds to evolving pedagogy and research needs. We are responsible for and dedicated to helping support a new generation of scholars across the school, whether they are chemists in a wet lab or pianists in a music studio. https://hs-fps.stanford.edu/ Position Summary In support of our mission, FPS seeks an experienced Project Specialist with expertise in management of audio-visual (AV) installations, construction projects, and moves. The ideal candidate will have a demonstrated track record of successfully managing projects valued between $10,000 and $100,000 from initiation through completion while consistently meeting budget, schedule, scope, and end-user requirements. Experience with project scope development is highly desirable. In this role, the candidate will also support larger capital projects ranging from $100,000 to $10+ million by providing technical expertise in audiovisual (AV) systems, security systems, and move coordination. The individual will ensure that all Health & Safety (H&S) standards are met while balancing project objectives with the needs of end users, working effectively with limited supervision. The successful candidate must remain composed under pressure and demonstrate patience, exceptional communication skills, and a collaborative approach. They will build strong working relationships with faculty and staff across H&S to ensure successful project delivery and positive stakeholder engagement. This is a 100% FTE, continuing, exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site 4 days and off-site 1 day), subject to operational need. Preferred Requirements Additional highly preferred qualifications for this position includes: Experience managing audiovisual (AV), facilities, construction, security system, or relocation projects in a higher education or similarly complex institutional environment. Experience developing project scopes, coordinating schedules, and managing project documentation throughout the project lifecycle. Working knowledge of audiovisual technologies, security systems, and project management software, such as Microsoft Project, Smartsheet, or similar tools. Exceptional interpersonal and communication skills, with the ability to effectively collaborate with faculty, staff, contractors, vendors, and other stakeholders. Demonstrated ability to build strong customer relationships, manage expectations, and deliver solutions that balance end-user needs with project objectives. Exceptional written and verbal communication skills, with the ability to clearly convey technical information to both technical and non-technical audiences. Proven ability to remain organized, adaptable, and composed while managing multiple priorities and working independently in a fast-paced environment. Core Duties : Review project plans and proposals, and work with management to develop project objectives; identify project responsibilities by determining the phases and elements of the project; calculate time frames and sequence the stages of the project. Perform project management oversight of small projects (under $100k) or more than one large task within a larger project. Oversee, coordinate, and perform technical aspects of project, with guidance, based on type of project manager support required (e.g., engineer, quality, scheduler). Review, evaluate, approve, and monitor cost schedule and technical scope baselines. Ensure the preparation of required project documentation. Contribute to communication plan and change management elements Minimum Education : Bachelor's degree in a related field Minimum Experience : Two years of directly related experience performing responsibilities similar to those listed above or a combination of education and experience. Knowledge, Skills and Abilities : Polished written and oral communication skills to address a wide variety of audiences. Ability to productively contribute to cross-functional teams. Depth of knowledge in technical discipline/domain needed to deliver projects. Demonstrated project management ability to employ integration, scope time management, cost, quality, human resources, communications, risk, and procurement components.