Facilities Planning Manager

newhaven; West Haven (CT); On-site; USD 95,000 - 145,000; Full time

Benefits offered by this job

Health insurance

Wellness program

Tuition assistance

Employee discounts

Paid time off

Job summary

The University of New Haven seeks a Facilities Planning Manager to lead the university’s facilities planning across campuses, including CMMS management and preventive maintenance programs. The role oversees procurement, budgeting, and a 24/7 facilities phone line, coordinating with Residential Life, Academic Affairs, Campus Safety, and other departments to align strategies with service needs.

Ideal candidates bring a bachelor’s degree and 8–12 years of related experience, strong communication,

Qualifications

• Bachelor’s degree in a related field and a minimum of eight years building and equipment maintenance experience.
• Equivalent work experience with a minimum of 12 years may be considered.
• Experience developing maintenance management systems, ideally from the ground up.
• Strong written and oral communication skills; proficiency with Excel and Word.
• Knowledge of OSHA, IBC, DEEP, EPA regulatory requirements.

Responsibilities

• Manage site CMMS and develop written preventive maintenance actions for assets including new constructions or renovations.
• Oversee business operations for Facilities Operations, supervising student clerical staff and ensuring adherence to SOPs.
• Manage centralized work orders, PM actions, routing for approvals, and closeout with customer follow-up and archiving.
• Establish operating procedures for CMMS use and update procedures as conditions change.
• Ensure materials for maintenance are included in PM and work orders; manage cost and manpower projections for budgeting.
• Develop and publish performance reports (work order volume, turnaround, aging, customer satisfaction).
• Maintain OSHA, DEEP, EPA, NFPA and related Preventive Maintenance programs, security and compliance.

Skills

Communication

Strategic planning

Team leadership

Budget oversight

Regulatory knowledge

Education

Bachelor's degree

Tools

CMMS

Excel

Word

Job description

Who we are:

The University of New Haven, founded in 1920, is a private university whose mission is to prepare students to excel and lead purposeful and fulfilling lives in a global society. The university offers more than 150 undergraduate and graduate programs and has been recognized for academic excellence, nationally and internationally. In addition to its main campus in West Haven, the university has a campus in Tuscany, Italy. Learn more at newhaven.edu.

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. Position has direct responsibility for the university’s Computerized Maintenance Management System (CMMS), Preventive and Reactive Work Order Control. Overall responsibility for development of written PM procedures. Operational oversight of business operations within Facilities Operations including purchase requisitions, processing of invoices for payment, procurement of parts/materials as needed and managing the 24/7 phone line for facilities. Position manages the hiring of and supervision of student office employees. 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 including assets associated with new construction or renovations. 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 PM 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 ensure that all personnel adhere to the same routines, updating as conditions change.


• Assures all materials required to complete the job are incorporated in Maintenance action during PM 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.


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


• Maintains OSHA, DEEP, 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.


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

You need:

• The position of Facilities Planning Manager requires a highly organized person, preferably with a bachelor’s degree and a minimum of eight (8) years of building and equipment maintenance experience. Equivalent work experience with a minimum of 12 years may also be considered. Prior experience with development of maintenance management systems ideally from ground up. Communication skills, both written and oral, are required 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. Working knowledge of various regulatory agency requirements as they relate to maintenance including but not limited to OSHA, IBC, DEEP, EPA.


• 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 to identify problems accurately and develop solutions using creativity and good judgment. Strong knowledge of current Maintenance Practices and Procedures. 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. Negotiating skills are required to bring consensus and compromise between various operating groups in developing PM standards, routines and schedules.


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


• Must possess excellent interpersonal and written skills. Ability to work with individuals of all levels from a variety of backgrounds and interests. Computer and web-based skills required.

Whats 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 authorization cannot be considered for employment.