Maintenance Planning Spec (Energy Systems)

100 Miami University; United States; On-site; USD 27,000 - 38,000; Full time

Job summary

Miami University’s Energy Systems department seeks a Maintenance Planning Specialist to coordinate preventive, predictive, and planned maintenance across campus utilities. You will manage schedules, backlog, and documentation within the CMMS, and work with supervisors to align resources and timelines.

The role requires strong knowledge of facility systems (boilers, HVAC, electrical, controls), plus the ability to develop detailed plans and ensure safety compliance.

Qualifications

• Knowledge of maintenance planning, scheduling, and preventive maintenance.
• Ability to read equipment drawings, schematics, and technical docs.
• Experience with CMMS for recording maintenance history and scheduling.

Responsibilities

• Plans and schedules preventive, predictive, and planned maintenance activities.
• Maintains maintenance backlog and prioritizes work based on safety and reliability.
• Develops detailed job plans with labor, materials, and tools.

Skills

Maintenance planning

Scheduling

Preventive maintenance

CMMS knowledge

Safety regulations

Tools

CMMS/TMA

Job description

Job Title Maintenance Planning Spec (Energy Systems) Department Energy Systems Worker Type Regular Pay Type Hourly Hourly Rate 23.5 Work Shift First Shift (United States of America) Scheduled Weekly Hours 40 Benefit Eligible Yes Post-Offer, Pre-Employment Physical Required? No

Job Description Summary

Plans, coordinates, and schedules preventive, predictive, corrective, and planned maintenance activities for Miami University’s Energy Systems operation. This position serves as the primary maintenance planning and scheduling resource for Energy Systems and works closely with Energy Systems leadership, supervisors, maintenance personnel, contractors, and other University departments to ensure work is properly identified, prioritized, planned, resourced, scheduled, and documented. The Maintenance Planning Specialist is responsible for maintaining accurate equipment and asset information within the computerized maintenance management system (CMMS), developing job plans and preventive maintenance procedures, coordinating materials and resources, managing maintenance backlogs, and developing daily and weekly maintenance schedules. The position supports campus utility and energy infrastructure, including steam and boiler systems, hydronic heating and cooling systems, chilled water systems, geothermal systems, electrical distribution, emergency and standby generation, building automation and control systems, renewable energy systems, and associated utility infrastructure.

Essential Duties

• Plans and schedules preventive, predictive, corrective, and planned maintenance activities for Energy Systems.
• Works with Energy Systems supervisors, maintenance personnel, and leadership to establish maintenance priorities and develop daily and weekly work schedules.
• Reviews incoming work requests and work orders to ensure appropriate scope, priority, labor requirements, materials, safety considerations, and technical information are identified before work is scheduled.
• Maintains the Energy Systems maintenance backlog and works with supervisors to prioritize work based on safety, reliability, operational impact, equipment condition, regulatory requirements, and available resources.
• Develops detailed job plans for maintenance activities, including work scope, individual tasks, estimated labor hours, required crafts and skills, parts and materials, tools and equipment, permits, clearances, safety requirements, drawings, specifications, photographs, and other technical documentation.
• Develops, maintains, and continuously improves preventive and predictive maintenance programs for Energy Systems equipment.
• Maintains accurate equipment records, asset hierarchies, equipment history, PM schedules, job plans, and other maintenance information within the University's computerized maintenance management system (CMMS/TMA).
• Reviews existing preventive maintenance activities to ensure frequencies, procedures, labor requirements, and assigned equipment remain appropriate.
• Identifies opportunities to transition maintenance activities from reactive maintenance to planned, preventive, predictive, and condition-based maintenance.
• Coordinates with supervisors and maintenance personnel to identify parts and materials required for scheduled work and ensures materials are available prior to scheduling work whenever practical.
• Assists with parts identification, procurement planning, equipment documentation, and development of bills of material for critical Energy Systems equipment.
• Coordinates maintenance activities requiring planned equipment outages or system shutdowns and assists Energy Systems leadership with developing outage schedules and work plans.
• Coordinates contractor activities associated with planned maintenance, inspections, testing, repairs, and equipment service when required.
• Reviews completed work orders for appropriate labor, materials, comments, equipment history, and other required documentation before work orders are closed.
• Works with maintenance personnel to improve the quality and accuracy of work-order documentation and equipment history.
• Reviews recurring equipment failures and maintenance history to identify opportunities for reliability improvements, PM changes, equipment replacement, or additional maintenance activities.
• Tracks and reports maintenance performance indicators such as PM completion, schedule compliance, maintenance backlog, overdue work, emergency work, planned versus unplanned work, and work-order completion.
• Assists Energy Systems leadership with developing short- and long-term maintenance plans based on equipment condition, maintenance history, operational requirements, and system reliability.
• Maintains drawings, equipment manuals, specifications, sequences of operation, control drawings, maintenance procedures, and other technical documentation necessary to effectively plan maintenance activities.
• Participates in maintenance planning meetings and communicates scheduled work, resource requirements, operational impacts, and potential conflicts to Energy Systems personnel.
• Performs field walkdowns as necessary to verify equipment conditions, job scope, access requirements, safety considerations, and other information required to develop complete job plans.
• Performs other duties as assigned in support of Energy Systems operations and maintenance.

Minimum Qualifications

• Requires nine months training beyond high school in a relevant trade and three years of experience in a relevant trade, or an equivalent combination of education and experience.
• Driver's license required.
• May require certificate of specialized training for some positions.

Required Knowledge, Skills, and Abilities

• Knowledge of maintenance planning, scheduling, preventive maintenance, and general maintenance work practices.
• Knowledge of facility and utility systems such as boilers and steam systems, hydronic heating and cooling, chilled water systems, HVAC, electrical distribution, generators, building automation and controls, geothermal systems, renewable energy systems, pumps, motors, valves, and associated mechanical equipment.
• Knowledge of applicable safety regulations, lockout/tagout practices, confined space requirements, and safe maintenance work practices.
• Ability to read and interpret equipment drawings, piping and instrumentation diagrams, electrical drawings, control drawings, sequences of operation, specifications, equipment manuals, and other technical documentation.
• Ability to develop detailed maintenance job plans and clearly define labor, materials, tools, equipment, safety requirements, and work steps.
• Ability to organize and prioritize a large volume of maintenance work based on operational needs, equipment criticality, available resources, and system reliability.
• Ability to maintain accurate and complete equipment, maintenance, and repair records.
• Ability to analyze maintenance history and identify recurring equipment issues and opportunities for preventive or predictive maintenance improvements.
• Ability to work independently while coordinating effectively with supervisors, skilled trades personnel, contractors, vendors, and University departments.
• Ability to communicate effectively, both verbally and in writing, with a wide range of University personnel.
• Strong interpersonal skills and the ability to build effective working relationships with operations and maintenance personnel.
• Proficiency with business software including word processing, spreadsheets, databases, and computerized maintenance management systems.

Additional Position Information (if applicable)

Physical effort generally requires considerable walking and standing, including field inspections and equipment walkdowns throughout mechanical rooms, utility plants, tunnels, electrical spaces, and other Energy Systems facilities. Some overtime may be required based on operational needs. The Maintenance Planning Specialist is expected to be on-site during critical Energy Systems activities, including black start events, steam system shutdowns and startups, and other planned operational events. In the event of an emergency or unplanned operational issue, the Maintenance Planning Specialist is expected to be available to provide support and assistance as needed. Occasional lifting of materials or equipment weighing approximately 25 to 50 pounds may be required. Work may periodically involve moderately unpleasant conditions, including heat, noise, mechanical rooms, utility plants, and outdoor environments.

Special Instructions (if applicable)

None

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses. This organization participates in E-Verify.

Remote Work For positions that are approved for remote work:

Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations Requests for reasonable accommodations for disabilities related to employment should be directed to [e-mail] or 513-529-3560.

Questions and follow-ups regarding requests should also be directed here.

Miami University Values Statement

Miami University is a scholarly community whose members believe that a liberal education is grounded in qualities of character as well as of intellect. We respect the dignity of other persons, the rights and property of others, and the right of others to hold and express disparate beliefs. We believe in honesty, integrity, and the importance of moral conduct. We defend the freedom of inquiry that is the heart of learning and combine that freedom with the exercise of judgment and the acceptance of personal responsibility. For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

Equal Opportunity/Affirmative Action Statement

Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to [e-mail] or 513-529-3560.

Clery Act

As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: http://www.MiamiOH.edu/campus-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit our Labor Law Posters webpage to access all relevant and applicable labor law information. Miami University is a major public university with a small college feel. Creating environments for learning excellence and providing career opportunities in Oxford, Hamilton, Middletown, West Chester and Luxembourg, our faculty, staff, and student employees are the fuel that drives Miami! We rank first nationally among public universities for best teaching by U.S. News & World Report. Our opportunities for growth and advancement are not limited to students in the classroom. Our faculty, staff, and student employees are highly valued for their contribution toward the Miami experience. Miami’s main campus is located in Oxford, Ohio, 35 miles north of Cincinnati. A true college town, Oxford features a wide variety of shops and restaurants within walking distance of the main campus. Our regional campuses are located in Hamilton, Middletown, and the Voice of America Learning Center in West Chester, Ohio. For faculty and staff, Miami offers a great work environment and competitive benefits. We invite you to experience Miami and see how you can support the University’s Mission.