Maintenance Program Manager

University of Chicago • Chicago, IL

7d

About The Position

Reporting to the Assistant Vice President, Facilities Services (FS) Operations, the Maintenance Program Manager (MPM) oversees the Maintenance Management Staff, Work Center Staff, and after-hours call center contract; directs priorities and collaborates with the Inventory Management Materials Control staff; and collaborates directly with senior leaders both within FS and all academic and administrative units. This position is responsible for the Computerized Maintanance Management System (CMMS) including mobile platform effectiveness. The Maintenance Program Manager will manage the implementation of best maintenance management system practices including work input, management and reconciliation, vendor collaboration, asset maintenance, planning and scheduling, supply chain integration, direct end user communication, and environmental, health, and safety (EHS) initiatives. The Maintenance Program Manager (MPM) will lead efforts in improving work force productivity and work quality for all campus clients by planning, optimizing, executing, and tracking maintenance activities with associated priorities, materials, tools, cost, and other information. This position will be responsible for conducting needs assessments to make informed decisions on preventive and corrective maintenance measures that impact overall productivity, developing reports, dashboards, and key performance indicators relevant to FS Operations goals and creating a framework for staff to conduct asset database assessments. The MPM will be responsible for implementing a mix of different maintenance strategies; condition-based, predictive, and preventive maintenance for all essential assets. The MPM will oversee the physical asset database's integrity, manage service contracts ensuring vendor compliance and quality standards, and provide strategic oversight of the Work Center operations by collaborating closely with department managers. Moreover, this role will enhance the efficiency of facilities services through leveraging operations data with AI techniques. Serving as the Operations Department subject matter expert for Computerized Maintenance Management Systems (CMMS, Maximo), mobile applications, and customer service including the call center and web-based work input and routing, this position will draft, test, and execute initiatives within mobile and cloud-based applications which track and support University of Chicago Facility Services maintenance systems. In addition, this role will be responsible for training supervisors and front-line staff in the use of internet of things (IoT) as well as condition-based monitoring efforts on mobile devices.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
• Excellent administrative, organizational, and computer skills, including proficiency in MSOffice suite of software (Excel, Word, and Outlook).
• CMMS experience (Maximo).
• Knowledge of current practices in maintenance scheduling and control gained through documented education and/or work experience.
• Successful experience in analyzing work order and/or preventive maintenance facilities data and applying to strategic planning across departments.
• Proficiency in asset management.

Nice To Haves

• College or university degree in Engineering Technology or Information Systems Technology.
• Advanced degree in engineering, business or a related field.
• At least ten years’ experience in maintenance or reliability engineering related processes.
• Demonstrated written and oral communication, problem solving, and presentation skills.
• Skill in facilitating and leading meetings.
• Demonstrated expertise in facility maintenance systems and understanding of preventative maintenance.
• Experience in managing service contracts and vendor relationships.
• Engineering license.
• Maintenance management or front-line, hands-on staff experience.
• Proven leadership of large, matrixed teams.
• Create Strategic Vision & Purpose Ability to ensure resiliency of critical campus systems (reliability, redundancy, recoverability).
• Strong partnership and collaboration skills across departments.
• Technical proficiency in reading blueprints, safety rules, and operating manuals.
• Effective communication, problem-solving, and presentation skills.
• Capable of functioning effectively in a team environment and producing results through informal authority.
• Data-driven mindset with experience in AI/analytics applications.

Responsibilities

• Serve as the Operations Department lead for managing the turnover and validation of all plant property and asset database, for capital projects and renovations involving equipment commissioning or decommissioning.
• Ensure the integrity and accuracy of the physical asset database, supervising the Maintenance Program Specialist.
• Provide strategic oversight and supervision of the Call Center and after hours call center vendor, collaborating with department managers and academic and administrative units to improve service delivery and operational efficiency.
• Lead utilization of techniques to analyze operations data, driving improvements in facilities services' efficiency.
• Establish unit and organizational KPI's and lead implementation and continuous improvement initiatives.
• Assign and monitor compliance of Preventive Maintenance, Corrective Maintenance aged Work Orders, Service Request Survey result analysis, monthly percentages of issues identified by internal staff versus external, and other process based KPI’s as applicable.
• Provide key data and information for peer-comparison reporting.
• Serve as the primary FS point of contact to prioritize requirements and liaison for the materials control and inventory management group.
• The MPM will assist and support members of the FS Operation management team in the areas of identifying and real-time reporting performance goals and key performance indicators related to preventative maintenance.
• Developing and generating operational reports to support the informational needs of FS.
• Developing and generating summary reports to measure KPIs.
• Create effective, efficient, and detailed corrective and preventative maintenance (PM) standards within the University CMMS.
• Utilize best practices to develop, implement, and promote processes which establish consistent use of rules for priority, status, work identification and characterization to improve work management and efficiency.
• Lead the deployment of planning and scheduling maintenance activities from internal and external resources based on published Key Performance Indicators (KPI’s) and data driven principles.
• Lead a coordinated and inclusive team to determine asset classifications and maintenance methodologies based on statutory codes, original equipment manufacturer recommendations and industry best practices.
• Establish and lead strategic workflow processes, published Standard Operating Procedures, processes for monitoring and improving workflow management from Work Center notification to Work Order closeout within the University’s CMMS, and integration with Service Request client-facing platforms.
• Create, implement, track, and monitor preventive maintenance plans aimed at enhancing workforce productivity and work quality through planning, scheduling, and coordinating maintenance resources, materials, and assets.
• Analyze electronic records of requests for services; develop reports for work order completion; identifies maintenance trends, history, and abnormalities in maintenance data and conduct analysis; ensures the accuracy and integrity of data.
• Evaluates cost and resources expended in preventive and corrective maintenance work orders; conducts analysis of cost and condition of assets and generates data to drive change.
• May plan, schedule, direct, coordinate and supervise unit staff and maintenance service providers in efforts to achieve desired departmental goals and outcomes.
• Lead and manage initiatives to routinely update preventive maintenance schedules and priorities of work.
• Lead reliability improvement initiatives including the timely publishing of root cause analyses for all disruptions and “near misses.”
• Lead efforts to enable vendor implementation and integration of vendor mobile application.
• Collaborate and advice procurement regarding vendor quality assurance options (tracking via mobile applications) as well as equipment failure rates to gauge effectiveness of service provider programs.
• Coordinates with contract management unit to compile information needed for submission of requests for proposals and to identify vendors for contractual agreements for repairs; evaluates contractor performance in accordance with contractual agreements.
• Oversee the after-hours call center contract, and ensure contract compliance and customer service.
• Lead the enhancement of CMMS (Maximo) and mobile applications, facilitating the adoption of IoT and condition monitoring technologies.
• Direct efforts to digitize workflows related to EHS initiatives and streamline documentation processes.
• Analyze electronic service records, work order data, and maintenance trends to inform decision-making and continuous improvement.
• Develop tools and dashboards to measure operational effectiveness, regularly reporting on KPIs and trends.
• Support FS management with operational reports, real-time performance metrics, and outcomes related to maintenance activities.
• Develop and publish work request survey reports on a regular and frequent basis.
• Enforce adherence to safety regulations, industry standards, and university policies.
• Perform as a key stakeholder in university wide audits.
• Support external audit requests for fire inspection data or maintenance records as well as campus wide insurance optimization and inspections.
• Boost environment, health, and safety (EHS) initiatives by digitizing specific business processes to streamline workflows and improve documentation.
• Supervise the Maintenance Program Specialist and Service Center Supervisor.
• Chair and convene regular CMMS working group meetings to share best practices, prioritize intiatives, develop efficient workflows, implement process improvements, and resolve challenges.
• Partner with the shop supervisors, employees, and contracted maintenance service providers to review business processes and standard operating procedures related to asset data and work scheduling to support Facilities Services.
• Foster a collaborative environment that emphasizes continuous improvement and innovation.
• Develops and uses performance measurement tools to improve processes.
• Implements standard operating procedures.
• Develops and manages relevant operating budgets, alterations and repair budgets and/or capital budgets.
• May develop budget forecasts.
• Orders materials and manages vendor contracts.
• Negotiates contracts.
• Performs other related work as needed.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.
• Information about the benefit offerings can be found in the Benefits Guidebook.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Number of Employees: 5,001-10,000 employees