Maintenance Planner/Scheduler

Stanford University; Palo Alto (CA); On-site; USD 77,000 - 143,000; Full time

Benefits offered by this job

18+ PTO days per year

Health benefits start when you start

Flexible work options

Tuition and training assistance

403(b) plan

Mental health and wellness programs

Free and discounted commuter transport

Job summary

Stanford University’s Residential & Dining Enterprises seeks a skilled Facilities Scheduler to plan, organize, and schedule maintenance workflows across units. The role emphasizes on-site coordination, data analysis, and timely customer service for reactive and preventive work orders.

Responsibilities include creating multi-week schedules, tracking work orders, coordinating with craftsmen, evaluating vendor quotes, and using a maintenance management system to optimize processes.

Qualifications

• Associate’s degree and three years of related work order scheduling experience.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.

Responsibilities

• Independently plan, organize, and schedule workflow for corrective, preventive, and predictive maintenance work, and short and long-term projects to meet priority demands.
• Compile daily, weekly, and multi-week schedules for facilities operations and maintenance work for assigned unit(s).
• Provide timely customer service on reactive work orders while balancing preventive maintenance work schedules by analyzing circumstances based on situational variables and available resources.
• Follow-up, problem-solve, and trouble-shoot processes, communicate scheduling information and status of maintenance work issues with customers and staff.
• Perform follow-up response to after-hours, holiday, and weekend calls to determine if process was completed or if additional resources are needed.
• Determine work plans based upon site-wide field trips, priority, available workforce, and other criteria. Review and confirm plans and schedules with craftsmen management.
• Monitor, track, review, and analyze open work orders and work order aging for assigned maintenance groups. Establish work priorities to meet operational needs, minimize work order backlog and ensure timely completion.
• Enter, manipulate, analyze and extract data using maintenance management system.
• Identify opportunities to improve processes, planning or performance through analysis of workflow, project demands and expectations. Prepare and review utilization and cost data to provide data-driven cost reduction recommendations.
• Consult with team supervisors to determine time standards for maintenance planning and reactive work orders.
• Evaluate vendor quotes and services to coordinate parts and material acquisitions for planned work, including preventive maintenance, moves and special projects as needed. Negotiate with vendors concerning cost, parts needs, status, tracking and follow-up.

Skills

Organizational skills

Verbal and written communication

Customer service

Data analysis

Problem solving

Education

Associate’s degree

Tools

Maintenance management system

Job description

ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:

Stanford University is one of the world's leading teaching and research universities. Founded in 1891, Stanford’s mission is to create and share knowledge and to prepare students to be curious, to think critically, and to contribute to the world. With world‑class scholars and seven schools located together on a single campus, Stanford offers academic excellence across the broadest array of disciplines including business, education, engineering, humanities and sciences, law, medicine, and sustainability. It also is an engine of innovation, blending theory and practice to move ideas and discoveries from labs and classrooms out into the world. Stanford strives to foster a culture of expansive inquiry, fresh thinking, searching discussion, and freedom of thought – preparing students for leadership and engaged citizenship in the world. The university is located between San Francisco and San Jose in the heart of California's Silicon Valley, on a scenic 8,180-acre campus.

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. R&DE has an annual operating budget of $400M, operates 24/7/365, and oversees a $3B asset portfolio comprising over 7 million square feet—one-third of the campus footprint. R&DE provides housing for 16,000 students and dependents, serves 8 million meals annually at 48 student dining venues and 32 culinary enterprises. In addition, R&DE provides executive services, conference operations, and guest lodging. R&DE is a talented and diverse team of 1,200+ who comprise the following divisions: Student Housing Operations & Stanford Conferences; Stanford Dining and Hospitality & Auxiliaries; Maintenance Operations and Capital Projects; and a team of R&DE strategic business partners—Finance & Administration, Information Technology, Human Resources, and Strategic Communications and Marketing.

“Students (Customers) First” is R&DE’s mantra and its strategic goals reflect its commitment to delivering service excellence to the campus community. R&DE’s belief is “students are never an interruption in our day; they are the reason we are here.”

R&DE’s dedication to promoting fair treatment, access to opportunities, and a positive work environment is reflected in its essential priorities and efforts for cultivating a culture of operational excellence as a foundational cornerstone. R&DE is committed to creating and sustaining inclusive excellence where all staff feel a sense of belonging and are empowered to thrive.

Maximize maintenance crew productivity across shifts and work groups through effective, customer-oriented scheduling while controlling the backlog of emergency, routine, renewal, and preventive maintenance work orders. Independently coordinate solutions, solely supporting the operations and maintenance work order management.

Posted Salary Range is $76,780-$143,322 per year.

Schedule is Monday - Friday 7:30 am to 4:30 pm.

This role is designated as essential and requires incumbents to report to work onsite. Telecommuting is not available for this role.

Responsibilities

Core Duties:

Independently plan, organize, and schedule workflow forcorrective, preventive, and predictive maintenance work, and short andlong-term projects to meet priority demands.

Compile daily, weekly, and multi-week schedules for facilitiesoperations and maintenance work for assigned unit(s).

Provide timely customer service on reactive work orders whilebalancing preventive maintenance work schedules by analyzingcircumstances based on situational variables and availableresources.

Follow-up, problem-solve, and trouble-shoot processes,communicate scheduling information and status of maintenance work issueswith customers and staff.

Perform follow-up response to after-hours, holiday, and weekendcalls to determine if process was completed or if additional resourcesare needed.

Determine work plans based upon site-wide field trips, priority,available workforce, and other criteria. Review and confirm plans andschedules with craftsmen management.

Monitor, track, review, and analyze open work orders and workorder aging for assigned maintenance groups. Establish work prioritiesto meet operational needs, minimize work order backlog and ensure timelycompletion.

Enter, manipulate, analyze and extract data using maintenancemanagement system.

Identify opportunities to improve processes, planning orperformance through analysis of workflow, project demands andexpectations. Prepare and review utilization and cost data to providedata-driven cost reduction recommendations.

Consult with team supervisors to determine time standards formaintenance planning and reactive work orders.

Evaluate vendor quotes and services to coordinate parts andmaterial acquisitions for planned work, including preventivemaintenance, moves and special projects as needed. Negotiate withvendors concerning cost, parts needs, status, tracking andfollow-up.

Associate’s degree and three years of related work order schedulingexperience, or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

Demonstrated success in following through and completingprojects.

Excellent organizational skills and attention to detail.

Strong verbal and written communication skills.

Excellent customer service and interpersonal skills.

Analytical ability and skills to operate a computerizedmaintenance program and produce reports.

Demonstrated ability to manage short deadlines, navigate changingpriorities, and follow disciplined and variable work processes.

Intermediate to advanced knowledge of facility maintenanceprocedures and systems; strong understanding of preventivemaintenance.

Ability to identify and apply the maintenance service-providerroles of each shop, the roles of contract services, proper sequencing ofrepair work, and facilities and construction terminology as related tothe performance of maintenance work.

Strong skills in technologies/platforms that support businessoperations and communications.

• Pay Range $76,780-$143,322
• Pay Frequency Annually
• Fixed Term N
• Stanford Schools and Units Residential & Dining Enterprises (R&DE)
• Full time or Part time Full Time
• Regular or Temporary Regular
• Job Category Facilities
• Posting Date 11/03/2026, 11:55 PM
• Grade G
• Job Identification 201623

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Benefits that support you, and your future

18+ PTO days per year

Health benefits start when you start

Flexible work options

$6000+ annual tuition and training assistance

403(b) plan

Mental health and wellness programs

Free and discounted commuter transportation

Applies to regular full‑time positions.

Notice to Applicants
The job duties listed are typical examples of work performed by positions in this job classifications and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
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 their job.
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, national origin, disability, protected veteran status, or any other characteristic protected by law.
Stanford University provides job pay ranges representing its good faith estimate of what the university reasonably expects to pay for a particular job. The specific pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate, including but not limited to geographic work location, relevant knowledge, skills and abilities, relevant education, years of relevant experience, depth and breadth of relevant experience, and performance; further including but not limited to other business and organization needs such as the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the university, school/ unit, department, as well as job reporting relationships.

Why work at Stanford

World-changing work in a culture of continuous learning

An inspiring community that values collaboration

High-quality health and wellness benefits that put you and your family first

Access to world‑class education and career development, with tuition reimbursement, training assistance, and more