The Bing Overseas Studies Program (BOSP) at Stanford University is seeking qualified candidates for the Facilities Operations Coordinator position at our center in Berlin, Germany. 

The Stanford in Berlin program is comprised of 6 employees who serve an average of 35 students for each of three academic quarters annually, in addition to an internship program. The BOSP Berlin center is housed in the historic Haus Cramer in the district Dahlem. Stanford’s very first study abroad program was established in Beutelsbach, Germany in 1958, which moved to Berlin in 1975. 

Reporting to the Associate Director, the Facilities Operations Coordinator, manages day-to-day facilities and technology operations to ensure a safe and efficient environment for students, staff, and faculty. This role includes strategic planning for building preservation compliance, overseeing technology infrastructure and IT support, supporting event organization, and managing student and faculty housing operations. 

CORE DUTIES:

Facilities Management & Maintenance  

• Oversee daily facility operations, including managing cleaning teams, contractors, and routine maintenance.  
• Initiate and coordinate all vendor work for repairs and on-site projects, acting as a project liaison and monitoring completion.  
• Perform and coordinate routine facility repairs and develop a preventative maintenance plan. 
• Monitor and maintain all building systems, including climate control, plumbing, lighting, and equipment. 
• Ensure the functionality and readiness of the faculty apartment.  
• Coordinate event setups and optimize space utilization. 
• Manage and maintain the gardens, ensure a well-kept and sustainable landscape  
• Assist in maintaining academic resources (libraries, books, and other media) and monitor student facility usage. 

Strategic Facilities Planning & Historic Preservation:  

• Collaborate on strategic housing operations planning and long-term vision.  
• Plan and implement building maintenance and preservation, ensuring compliance with historic building regulations. 
• Liaise with local authorities (e.g., Denkmalschutzamt) to meet legal and preservation standards.  
• Coordinate renovation and restoration projects, aligning with program needs and heritage preservation. 
• Monitor and report on building conditions, recommending improvements to maintain historic integrity and functionality.  
• Provide input on facility renewal models, assessing space functionality and appearance for long-term planning. 

Technology & IT Management:  

• Provide first-line IT support, managing inquiries and escalating issues as needed.  
• Maintain and troubleshoot AV equipment and computer inventory. 
• Support users with technology resources and collaborate with IT vendors.  
• Ensure workstation safety and manage building security systems. 

Health, Safety, & Security Management:  

• Assist in maintaining facility safety policies and procedures, ensuring compliance with German laws and University policies.  
• Implement risk management measures, including emergency signage, fire extinguishers, first aid supplies and compliant safety training.  
• Maintain fire safety protocols and infrastructure compliance.  
• Manage property inventory and coordinate the disposal of hazardous materials. 
• Monitor premises security, including entry points and alarms, and manage building access and key distribution. 

Student Support & Administration 

• Provide reception and administrative support, handle inquiries, mail, data entry and supply management  
• Oversee non-homestay housing assignments, contracts, and compliance. Serve as the primary student contact for housing inquiries and logistics. 
• Execute duties associated with operating conferences, seminars, and program events. 
• Provide student support and respond to inquiries while managing vendor relations, including participation in a 24/7 on-call rotation for emergency response. 

These duties may be adjusted as needed to suit the business and academic needs of the Stanford Overseas Studies Program.

MINIMUM REQUIREMENTS: 

Education & Experience: 

• Bachelor’s degree (or equivalent) in facilities management, operations, or a related field and a minimum of three years of relevant experience or a combination of education and experience. 
• Experience in managing and coordinating facilities and housing operations, including vendor relationships, contract management, technology support, and compliance with local laws. 

Knowledge, Skills and Abilities: 

• Fluency in German and English (both written and spoken) at an advanced level, to communicate with local authorities, vendors, students and international teams.  
• Strong knowledge of facilities management, including maintenance, safety compliance, and building preservation practices.  
• Proven ability to troubleshoot IT and audio-visual systems and provide tech support for staff, faculty, and students. 
• Proficiency in managing budgets, inventory, and resources, with a focus on cost control and operational efficiency. 
• Strong organizational skills with the ability to manage multiple tasks, projects, and deadlines effectively.  
• Knowledge of health, safety, and fire regulations as they pertain to building management and student housing. 
• Strong attention to detail and a proactive approach to identifying and resolving issues related to facilities, housing, and technology.  
• Excellent communication and interpersonal skills to liaise with staff, students, contractors, and external partners. 
• Ability to manage crisis situations effectively, especially in relation to building safety and student emergencies.  
• Demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines, working independently and collaboratively as appropriate with professional colleagues both within the center and abroad in a team-oriented environment 

Certifications and Licenses: 

• Valid German license preferred 

PHYSICAL REQUIREMENTS*: 

• Constantly perform desk-based computer tasks. 
• Frequently stand/walk, sitting, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 40 pounds or 20 kilos. 
• Occasionally bend/stoop/squat/ kneel/crawl. 

*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 the job. 

WORKING CONDITIONS: 

• Must be legally authorized to work in Germany  
• May work variable hours, evening or weekends  
• Participate in 24/7 on-call rotation 

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 safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. 
• Subject to comply with all applicable Stanford University policies and procedures, and applicable laws and employment regulations in Berlin, Germany. 

Stanford University is one of the world's leading research and teaching institutions. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. A key aspect of this is to provide serious international educational opportunities to our students. Sustaining and developing these rich offerings is an intensely creative, rewarding, and challenging project. 

For more information about the BOSP Berlin Program, please click here. 

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, disability, protected veteran status, or any other characteristic protected by law.