Computerized Maintenance Management System Administrator

WVU Medicine

About The Position

Under the direct supervision of the Facilities Engineering Manager, responsible for managing the software that tracks the maintenance of critical healthcare infrastructure and life-saving medical equipment. This role prioritizes patient safety and strict regulatory compliance and ensures that all maintenance activities, from life-safety system testing to device calibration, are documented and compliant with strict healthcare regulations. Functions as the subject matter expert on the CMMS system; Regulatory Compliance & Audit Support: Maintain 100% accurate maintenance records to satisfy auditors from The Joint Commission (TJC), CMS,OHFLAC, Preventive Maintenance (PM) Management: Schedule and track high-priority PMs for critical systems like HVAC, medical gas, and emergency generators to prevent clinical disruptions, Asset Lifecycle Coordination: Oversee the master asset list, ensuring every new piece of medical or facility equipment is barcoded and entered with correct metadata (manufacturer, model, serial number), Work Order Oversight: Manage the intake, prioritization, and closure of work orders, ensuring technicians follow standard operating procedures and document labor and parts accurately, Data Analytics & KPI Reporting: Generate reports on key metrics such as Mean Time to Repair (MTTR), PM completion rates, and equipment downtime for senior leadership, User Training: training maintenance staff and external vendors on software usage and data entry standards.

Requirements

High school diploma or GED equivalent
Completion of training beyond high school (i.e., technical school, apprenticeship, trade schools or college)
Valid Driver’s License – must be maintained during employment period.
Two (2)+ years of experience managing a CMMS platform
Proficiency in Analytics\AI, Microsoft Excel (pivot tables, formulas, data analysis), and Microsoft Word (report generation, documentation).
Strong understanding of preventive and corrective maintenance workflows.
Excellent problem-solving skills and ability to work independently.
Strong communication and training skills.
Knowledge of system networking and IT applications
Deep understanding of hospital building systems (e.g., medical vacuum, fire suppression, critical ventilation) and relevant codes like NFPA 99, NFPA 101, NFPA 110

Nice To Haves

Bachelor's degree in Information Systems, Engineering, Facilities Management, or related field
Five (5) years of experience managing a CMMS platform

Responsibilities

CMMS Management – Administer and maintain the CMMS database, ensuring data integrity and system functionality.
Preventive Maintenance & Work Orders – Develop and manage preventive maintenance schedules, work orders, asset tracking, and inventory of new and expired assets.
Data & Reporting – Utilize Analytics/AI, Excel, and Word to analyze system performance, create reports, and support decision-making.
Training & Support – Provide training and technical support to staff using the CMMS platform and related data tools.
System Optimization – Collaborate with maintenance, regulatory, and IT teams to improve system efficiency.
Troubleshooting & Upgrades – Troubleshoot system issues, implement updates, and coordinate with vendors as needed.
Compliance & Documentation – Ensure compliance with company and regulatory maintenance standards while maintaining accurate documentation. Maintain 100% accurate digital records for inspections from The Joint Commission (TJC), CMS, FDA, and OSHA. This includes tracking environment-of-care rounds and life safety system testing.
Contract Management – Maintain repository of associated maintenance contracts.
Capital Planning – Maintain transparent repository of associated deferred maintenance projects.
Asset Lifecycle Management - Manage the database for over 15,000+ assets. Track age and lifespan of assets.