Facilities Planning Manager

Who we are:

The University of New Haven, founded on the Yale campus in 1920, is a private, coeducational university that has been recognized by The Princeton Review and U.S. News & World Report for academic excellence. Located between New York City and Boston in the shoreline city of West Haven, the University is a diverse and vibrant community of nearly 9,000 students from across the globe. Within its five colleges, students immerse themselves in a transformative, career-focused education across the liberal arts and sciences, fine arts, business, engineering, public safety and public service. More than 100 academic programs are offered, all grounded in a long-standing commitment to collaborative, interdisciplinary, project-based learning.

The Facilities Planning Manager is responsible for management and administration of the university facilities planning for all campuses including but not limited to West Haven, Orange and others as assigned. Oversight of business operations within Facilities Operations including purchase requisitions, processing of invoices for payment, budget management, ordering of parts as needed and managing the 24/7 phone line for facilities. Position manages the hiring of and supervises student office employees. Position has direct responsibility for Computerized Maintenance Management System (CMMS), Preventive and Reactive Work Order Control. Overall responsibility for development of written PM procedures. Position must work with the various Maintenance Supervisors and other University Leadership (Residential Life, Academic Affairs, Campus Safety, Business Office, Etc.) to develop strategies and programs consistent with the individual area needs (e.g. Res Life, Facilities, Business Office, Utilities, Athletics, Grounds, Etc.). Position has responsibility for maintaining facilities programs and records required for meeting all regulatory requirements including but not limited to OSHA, EPA, DEEP, IBC, and University’s Standards. Position is also responsible in association with site IT resources, for CMMS system hardware and software maintenance.

You will:

• Manage site centralized Computerized Maintenance Management System (CMMS). Responsible for developing written preventative maintenance action for incorporation into system. Assess all work requests to determine scope of work and provide required direction relative to materials, equipment, manpower, and time for execution of work to complete the job.
• Oversight of business operations for Facilities Operations including supervision of student clerical staff. Position ensures smooth flow of business activity consistent with University Standard Operation Procedures for purchase requisitioning, submissions of invoices for payment, recordkeeping and budget oversight with reporting responsibility to Director of Facilities Business & Administrative Operations.
• Manages centralized site work request function (Work Orders) including generation of routine P.M. actions, routing information for approval to necessary personnel (e.g. Maintenance Supervisors Engineer, Quality Control), and closeout including Customer Follow up, Archiving, drawing updates, etc.

• Establishes operating procedures for use of the CMMS system and monitors procedures and results to assure that all personnel adhere to the same routines, updating as conditions change.

• Assure all materials required to complete the job are incorporated in Maintenance action during P.M. development and Work Order issuance.

• Generate cost and manpower projection estimates for future work, to be used for budgeting purpose as well as past manpower expenditures to be used for expense allocations.

• Develops and routinely publish performance reports including but not limited to work order volume, turnaround, aging, customer satisfaction, etc.

• Maintains, OSHA, DEP, EPA, NFPA and all other Preventative Maintenance programs by carefully managing system access, levels of security, Management of Change and other programs relating to equipment maintenance and history.

• Ensure all safety requirements, permits, and protective equipment is incorporated in CMMS scheduled and non-schedule maintenance actions.

• Manages central tracking system for Safety related work requests in association with site EHS department.

SECONDARY DUTIES:

• Develops and manages program for key requests and door hardware repairs (track through CMMS).

You need:

1. The position of Facilities Planning Manager requires a highly organized person with a Bachelor’s Degree and a minimum of eight (8) years of building and equipment maintenance experience, or an Associate’s degree in a related engineering field with a minimum of twelve (12) years of building and equipment maintenance experience.

2. Prior experience with development of maintenance management systems ideally from ground up.

3. Communication skills, both written and oral, are required in order to establish effective working relationships with various personnel levels (Senior Leadership through Bargaining Unit). Demonstrated technical writing skills are also required. In addition, working knowledge of computer systems and programs such as Excel and Word are required.

4. Working knowledge of various regulatory agency requirements as they relate to maintenance including but not limited to OSHA, IBC, DEEP, EPA.

5. Must be self-directed, able to work with a minimum of supervision. Must be able to develop strategies and implementation plans for maintenance program implementation. The position requires initiative and self-motivation in order to identify problems accurately and develop solutions using creativity and good judgment.

6. Strong knowledge of current Maintenance Practices and Procedures. Be able to diagnose equipment failure (repair or replace), as well as provide direction to trade supervision to effect repairs. Be able to resolve conflicts between system operating schedules and maintenance demands ensuring equipment and facilities are adequately maintained with a minimum of system/equipment downtime or impact on operations.

7. Negotiating skills are required in order to bring consensus and compromise between various operating groups in developing PM standards, routines and schedules.

8. Must have prior proven experience working with business office operations including procurement, accounting, invoice management, budget management and staff supervision in technical office environment.

9. This position is responsible for maintaining equipment CMMS system security including Preventative Maintenance routines and histories on all equipment, systems, and buildings as well as documentation on SAFETY, OSHA, Health Code, DEEP, EPA & etc. This position includes accountability for documentation for approximately $300 million of Facilities, Buildings and Physical plant systems, $2 million of management and trade staff, and a $8 million dollar maintenance and utility budget.

What’s In It for You:

• Health & Welfare Programs: Employees and their eligible family members, including spouses and dependent are eligible for Medical, Dental, Vision and Life Programs.
• Wellness & Fitness: On-campus Recreation and Fitness Center for employees and families; Employee Assistant Program
• Commitment to Educational Excellence: Tuition assistance for employees and eligible dependents; Tuition exchange opportunities
• Employee Discounts on products, services and educational opportunities
• Work/Life Benefits: Generous paid time off programs; progressive paid holiday schedule (including holiday break between Christmas and New Year’s); 4 weeks of parental paid leave; flexible work schedules including summer hours where applicable

*The University of New Haven is not a qualifying E-Verify employer and its use of E-Verify is limited to specific government projects. For that reason, candidates with STEM OPT