Facilities Planning Manager

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The University of New Haven, founded on the Yale campus in 1920, is a private, coeducational university that has been recognized by The Princeton Review and U.S. News & World Report for academic excellence. Located between New York City and Boston in the shoreline city of West Haven, the University is a diverse and vibrant community of nearly 9,000 students from across the globe.

Within its five colleges, students immerse themselves in a transformative, career-focused education across the liberal arts and sciences, fine arts, business, engineering, public safety and public service. More than 100 academic programs are offered, all grounded in a long-standing commitment to collaborative, interdisciplinary, project-based learning.

The Facilities Planning Manager is responsible for management and administration of the university facilities planning for all campuses including but not limited to West Haven, Orange and others as assigned. Oversight of business operations within Facilities Operations including purchase requisitions, processing of invoices for payment, budget management, ordering of parts as needed and managing the 24/7 phone line for facilities. Position manages the hiring of and supervises student office employees.

Position has direct responsibility for Computerized Maintenance Management System (CMMS), Preventive and Reactive Work Order Control. Overall responsibility for development of written PM procedures. Position must work with the various Maintenance Supervisors and other University Leadership (Residential Life, Academic Affairs, Campus Safety, Business Office, Etc.) to develop strategies and programs consistent with the individual area needs (e.g. Res Life, Facilities, Business Office, Utilities, Athletics, Grounds, Etc.).

Position has responsibility for maintaining facilities programs and records required for meeting all regulatory requirements including but not limited to OSHA, EPA, DEEP, IBC, and University’s Standards. Position is also responsible in association with site IT resources, for CMMS system hardware and software maintenance.

• Manage site centralized Computerized Maintenance Management System (CMMS). Responsible for developing written preventative maintenance action for incorporation into system. Assess all work requests to determine scope of work and provide required direction relative to materials, equipment, manpower, and time for execution of work to complete the job.
• Oversight of business operations for Facilities Operations including supervision of student clerical staff. Position ensures smooth flow of business activity consistent with University Standard Operation Procedures for purchase requisitioning, submissions of invoices for payment, recordkeeping and budget oversight with reporting responsibility to Director of Facilities Business & Administrative Operations.
• Manages centralized site work request function (Work Orders) including generation of routine P.M. actions, routing information for approval to necessary personnel (e.g. Maintenance Supervisors Engineer, Quality Control), and closeout including Customer Follow up, Archiving, drawing updates, etc.
• Establishes operating procedures for use of the CMMS system and monitors procedures and results to assure that all personnel adhere to the same routines, updating as conditions change.
• Assure all materials required to complete the job are incorporated in Maintenance action during P.M. development and Work Order issuance.
• Generate cost and manpower projection estimates for future work, to be used for budgeting purpose as well as past manpower expenditures to be used for expense allocations.
• Develops and routinely publish performance reports including but not limited to work order volume, turnaround, aging, customer satisfaction, etc.
• Maintains, OSHA, DEP, EPA, NFPA and all other Preventative Maintenance programs by carefully managing system access, levels of security, Management of Change and other programs relating to equipment maintenance and history.
• Ensure all safety requirements, permits, and protective equipment is incorporated in CMMS scheduled and non-schedule maintenance actions.
• Manages central tracking system for Safety related work requests in association with site EHS department.

• Develops and manages program for key requests and door hardware repairs (track through CMMS).

1. The position of Facilities Planning Manager requires a highly organized person with a Bachelor’s Degree and a minimum of eight (8) years of building and equipment maintenance experience, or an Associate’s degree in a related engineering field with a minimum of twelve (12) years of building and equipment maintenance experience.

2. Prior experience with development of…