Planner / Scheduler Supervisor

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Facilities Maintenance Operations (FMO), a division within Campus Services (CS), provides a broad portfolio of labor-based services, including primary building maintenance, landscape, fire safety, custodial, recycling and waste, and event support services to a large portion of the University, as well as engineering and technical services. All services are provided in strict accordance with regulatory requirements and customer-determined standards, with cost recovery through a fee-for-service model. Working closely with FMO leadership and staff, this position provides analytical, business modeling, business process, and project management support to the FMO organization across all operating departments. By developing a strong understanding of FMO business areas and operational workflows, this role translates operational data into meaningful insights and opportunities for process and service improvement

The Facilities Maintenance and Operations Planner/Scheduler is responsible for CMMS activities, including work order management, asset management & reporting.

Job-Specific Responsibilities

Asset and PM Systems Management Responsibilities

• Responsible for maintaining and managing Asset and Preventive Maintenance data in Maximo, for all HMS Assets, in accordance with established data standards and structures.

• Creates new Assets, updates existing Assets, and decommissions Assets when removed from service.

• Configures and maintains Preventive Maintenance programs in Maximo, in accordance with customer agreements.

• Designs reports in Microsoft Excel to provide Asset, PM Program, and related Work Order information to HMS, FMO Building Maintenance Services supervisors, and managers.

• Works with the Associate Director and Maintenance Supervisors to efficiently schedule and coordinate daily work orders. Maintains the CS Maximo work management system which includes asset management, preventive maintenance, and procurement.

Shutdown/Impairment Request Coordination and Work Order Oversight

• Receive and review utilities shutdown requests as submitted by the construction team. Requests include plumbing, electrical, mechanical, fire panel/smoke detection, and sprinkler/fire suppression.

• Assign staff to walk down the proposed work area, completing investigation forms.

• Review and submit walkdown investigation form to FOM, HMS scheduler and construction team.

• Coordinate staff to perform shutdown on approved FOM’s date and time.

• Responsible for reviewing open work order cabinets and following up on past-due work orders.

• Works with event staff in coordinating facilities assistance.

• Maintains a shared out-of-office calendar with the HMS Facilities Call Center.

• Creates Billable projects for PM and CM work orders.

• Continuously improve the quality of FMO services by leveraging new technologies and creating or revising procedures and processes to elevate team effectiveness.

Working Conditions

- Emergency Status Designation:  Critical Operations Personnel (required to provide on-site support during emergency situations as determined by management)

Physical Requirements

• Must be able to frequently walk up and down stairs, repeatedly and routinely walk between campus buildings and across campus areas. Will be on your feet for extended periods of time.

• Able to push, pull, bend, stoop, and kneel.

• Must be able to lift in excess of 50lbs and assist others to do the same

Basic Qualifications

• 5-7 years of related work experience in the field of maintenance

• Must possess a valid Massachusetts state trade license.

• Bachelor's degree in a technical discipline or equivalent experience.

• 10 years’ Related technical or vocational training/experience will be considered in the absence of a degree.

• Knowledge and training on computerized maintenance management systems (CMMS).

• Five years’ experience in the development of preventive and predictive maintenance programs.

• Valid state drivers license.

Additional Qualifications and Skills

• Strong understanding of planning and scheduling techniques

• Skilled in organizing resources and establishing priorities.

• Possess strong attention to detail with excellent time management

• Possess program controls/scheduling experience in facilities maintenance.

• Strong interpersonal and communication skills (written and verbal) required.

• Advanced Microsoft Excel skills, including extensive experience designing Pivot Table reports.

• Demonstrated proficiency in desktop and smartphone technology platforms and applications, including Microsoft Office (word processing, spreadsheet, and database).

• Familiarity with equipment diagnostics, bar-coding, and related technologies desired.

• Valid Massachusetts state trade license preferred.

Certificates and Licenses

• Valid state drivers license.

• Valid Massachusetts state trade license preferred.