Maintenance Planner/Scheduler

Positions Overivew

SLAC National Accelerator Laboratory’s (SLAC) Facilities and Operations (F&O) Division manages one of the world’s premier science facilities on a 400-acre Stanford site with 160+ structures comprised of office and research facilities for the Department of Energy. We are a dynamic service organization committed to the support and success of the Laboratory's Scientific Mission by providing safe and responsive engineering, construction, operations and maintenance of equipment, buildings, and infrastructure.

Planning and scheduling effectively supports the operations efforts to reduce maintenance cost, improve utilization of a lean and efficient workforce and meets the customers demand in a timely manner. Maintenance Planners establish strong relationships with key functions in the organization. Maintenance Planners are the catalyst to allow technicians, contractors and supervisors to reduce risk of program failure by coordinating and directing the efforts in order to meet the program mission. Relationships between employees in these roles must be nurtured in order to avoid departmental silos, communication barriers and increased down time. Developing a close relationship requires a commitment from all parties involved for long-term success. Ineffective relationships within the groups listed above can lead to a reactive, rather than a proactive, maintenance culture. We also serve as a facilities information resource to department’s campus wide.

We are seeking a Technical Planner/Scheduler for Facilities Operations and Maintenance (O&M) Department. The Maintenance Planner/Scheduler for Facilities Operations and Maintenance is 100% onsite (occasional work from home can be done with concurrence from the manager/supervisor) and responsible for coordinating and communicating between various customers, building and area managers, engineers, planners, shops and the lab wide operations scheduler to address the requests. The primary component is planning, scheduling, coordinating and routing the tasks/requests in support of equipment downtimes and utility outages. The Maintenance Planner/Scheduler plans and schedules the work orders, PMs and services through the CMMS (Nuvolo) using technical knowledge and skills to determine the most efficient and optimal way for O&M shops to perform the work.

SLAC is a U.S. Department of Energy (DOE) laboratory operated by Stanford University and based in Menlo Park, CA. Given the nature of this position, SLAC will require onsite work.

Your specific responsibilities include:

• 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 plan, organize and schedule workflow for corrective, preventive, and predictive maintenance work, project support and normal operations tasks to meet priority demands, and long and short-term projects. Compile daily, weekly, and multi-week schedules for facilities operations and maintenance work.
• Visit the job site of all operations and maintenance work orders (as needed), including preventive maintenance to confirm scope of work and develop a preliminary estimate of labor and material requirements. Maintain, plan and schedule maintenance work for all maintenance shifts.
• Coordinate the Maintenance, Repair and Operating supplies and vendors, evaluate vendor quotes and services, process invoices and service contracts as appropriate to ensure that planned jobs are supplied. Communicate with vendors concerning parts needs, status, tracking and follow-up. Obtain and schedule materials based upon work schedules. Develop a parts kit for scheduled work.
• Compile daily, weekly, and multi-week schedules for facilities operations and maintenance work.
• Determine work plans based upon site-wide field trips, priority, available workforce, and close communication with shop Supervisors. Review plans and schedules with Shop Supervisors and route requests to the appropriate individual and/or shop(s). Daily communication/coordination with Shop Supervisors is required.
• Hold weekly planning/scheduling meetings and communicate planning & scheduling information to the Operations Chief Engineers and Shop Supervisors to confirm work planning & Scheduling to prioritize work.
• Prepare reports identifying work in the queue and backlog. Assist in managing staffing capacity and workload to ensure resources are used effectively and efficiently.
• Use Nuvolo software to plan & schedule operations and maintenance work activities in a manner that ensures resources like coordination of manpower, parts, materials, equipment access are effectively allocated to support applicable phases of operations.
• Take responsibility for the Nuvolo database and data integrity. Enter, manipulate, analyze and extract data from Nuvolo. Design and prepare reports to provide statistics for developing process improvements.
• Follow up on activities to monitor, document and analyze results. Perform analysis of work and reports on KPls; interpret data and recommend findings.
• Provide timely customer service on reactive work orders while balancing preventive maintenance work schedules by analyzing circumstances based on situation and available resources.
• Communicate and coordinates with the requester (customer) as appropriate.
• Support emergency response as needed, after-hours, holidays, and weekends.

To be successful in this position you will bring:

• Associate degree with a minimum 3 year actual work experience with facilities that require strict planning and scheduling protocols for operations and maintenance.
• Must have technical experience/knowledge of building and utility systems.
• Ability to work effectively both as a team player and leader and shall demonstrate skills in leadership, communications collaboration, and teamwork.
• Experience with data analysis in the maintenance program, specifically in asset management and spare part optimization and produce reports.
• Ability to strategize, plan and implement change.
• Demonstrated ability to manage short deadlines, changing priorities; and to follow a disciplined work process. Ability to work in a fast-paced environment.
• Knowledge of facility maintenance procedures and systems; understanding of preventive maintenance.
• Ability to quickly learn the maintenance service-provider roles of each shop, the roles of contract services, proper sequencing of repair work, and facilities and construction terminology as related to the performance of maintenance work.
• Working knowledge of applications such as Excel, Word, PowerPoint, and project management software.
• Functional understanding of all CMMS (Nuvolo) modules - assets, work orders, service request, inventory, reporting.
• Knowledge and understanding of financial and statistical activity reports.

In addition, preferred requirements include:

• Bachelor's degree in engineering or related discipline preferred.
• Prior CMMS (Nuvolo) experience and associated software experience preferred.

Certificates and Licenses Required:

California Non-commercial Class license.

SLAC Employee Competencies:

• Effective Decisions: Uses job knowledge and solid judgment to make quality decisions in a timely manner.
• Self-Development: Pursues a variety of venues and opportunities to continue learning and developing.
• Dependability: Can be counted on to deliver results with a sense of personal responsibility for expected outcome
• Initiative: Pursues work and interactions proactively with optimism, positive energy, and motivation to move things forward.
• Adaptability: Flexes as needed when change occurs, maintains an open outlook while adjusting and accommodating changes.
• Communication: Ensures effective information flow to various audiences and creates and delivers clear, appropriate written, spoken, presented messages.
• Relationships: Builds relationships to foster trust, collaboration, and a positive climate to achieve common goals.

Physical requirements and Working conditions:

• 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 the job.
• Given the nature of this position, SLAC will require onsite work. (occasional work from home can be done with concurrence from the manager/supervisor). Requires 24-hour response availability seven days per week for emergency situations.
• Ability to obtain and maintain a California Non-commercial Class license.

Work standards:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for environment, safety and security; communicates related concerns; uses and promotes safe behaviors based on training and lessons learned. Meets the applicable roles and responsibilities as described in the ESH Manual, Chapter 1—General Policy and Responsibilities:
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,
• Policies found in the University's Administrative Guide,

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• Classification Title: Maintenance Planner/Scheduler
• Employment Duration: Regular Continuing
• Grade: G Job code: 4376

The expected pay range for this position is $80,000 to $93,000 per annum. SLAC National Accelerator Laboratory/Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.