Planner / Scheduler Supervisor Harvard Medical School (HMS) Harvard University

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) provides a broad portfolio of labor-based services, including building maintenance, landscaping and custodial to a large portion of the University. (FMO) a department Campus Services, offers primary building maintenance, landscape, fire safety, custodial and event support services to Harvard schools and departments on a fee-for-service basis. All services are provided in strict accordance with regulatory requirements and customer-determined standards.

The Facilities Maintenance and Operations Planner/Scheduler/FSS Inspector is responsible for the CMMS activities which include work order management, asset management & reporting. It is also responsible for inspectional maintenance services for our FSS Sprinkler Group.

Job-Specific Responsibilities:

Asset and PM Systems Management Responsibilities

• Responsible for maintaining and managing Asset and Preventive Maintenance data in Maximo, for all FMO managed 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 utilizing Microsoft Excel to provide Asset, PM Program, and related Work Order information to FMO Customers, as well as FMO Building Maintenance Services supervisors and managers.
• Works with the Associate Director and Supervisors of Maintenance to efficiently schedule and coordinate daily work orders. Maintains the CS Maximo work management system which includes asset management, preventive maintenance, and procurement.
• Responsible for Maintenance Inspection Services for the Sprinklers Systems on Campus, this includes maintaining and managing the database for Sprinkler Work.
• This position is responsible for holding the Contactors License for all FMO Sprinkler work on Campus.
• Directs the Compliance sprinkler work for FMO.

Shutdown/Impairment Request Coordination and Work Order Oversight

• Receive and review utilities shutdown requests as submitted by the construction team. Requests range from the following: plumbing, electrical, mechanical, fire panel/smoke detection, sprinkler/fire suppression.
• Assign staff to walkdown the proposed work area to complete investigation forms.
• Review and submit walkdown investigation form to FOM, Customer scheduler and construction team.
• Coordinate staff to perform shutdown on approved FOMs 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.
• Maintain shared out of office calendar with the Campus Services Facilities Call Center.
• Creates Billable projects for PM and CM work orders.
• Continuously improves the quality of FMO services by leveraging new technologies, creating, or revising procedures and processes to elevate team effectiveness.
• Other related duties as assigned.

Working Conditions:

Emergency Status Designation: Critical Operations Personnel

Work Format: On Campus

Physical Requirements:

• Must be able to frequently walk up and down stairs, ladders and 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:

• Seven years of related work experience in the field of maintenance
• Five years experience in the development of preventive and predictive maintenance programs.
• A Valid Massachusetts Sprinkler Contractors License
• Demonstrated experience using and conducting training on computerized maintenance management systems (CMMS).

Additional Qualifications and Skills:

• Undergraduate degree in Facilities Management or related field preferred.
• Skilled in organizing resources and establishing priorities.
• Possess a 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.

Technology Skills 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.

Certificates and Licenses:

• A Valid Massachusetts Sprinkler Contractors License

• Standard Hours/Schedule: 40 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Criminal, Certification/License, Drug Test
• Other Information: The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 058. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page .

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvards academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the universitys non-discrimination policy . Harvards equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.