Scheduler - CSUMB Internal Recruitment

California State University•Monterey Bay, CA

7d•$6,890 - $8,072•Onsite

About The Position

California State University, Monterey Bay (CSUMB) is a mid-sized university offering undergraduate and graduate degrees. As part of the California State University system, CSUMB educates nearly 460,000 students annually. With a diverse student body of over 7,000, CSUMB is a Minority Serving Institution and a Hispanic Serving Institution, focusing on student success through experiential learning and multicultural perspectives. The university aims to be carbon neutral by 2030 and prioritizes inclusive excellence. Located near Monterey Bay, it offers access to recreational areas and collaborative research opportunities. CSUMB provides competitive salaries and benefits, including access to below-market-rate rental housing.

Requirements

Equivalent to graduation from a four-year college in engineering, architecture, business management, plant management, industrial technology or public administration. Up to four years of applicable experience may be substituted for the degree requirement on a year-for-year basis.
Three years’ experience in a staff or supervisory capacity in plant operations administration or the construction industry, including experience in design, plan analysis and estimating for multiple trade projects.
General knowledge of building materials, costing procedures and the sequential methods of modern construction practices.
Knowledge of the time required for performing various segments of construction and maintenance work.
Knowledge of building codes and trades.
Knowledge of State contract procedures is desired.
Knowledge of the requirements for the proper maintenance of mechanical equipment.
Knowledge of budgeting procedures including an understanding of price changes due to inflation and other economic factors.
Knowledge of computerized preventive maintenance systems and the ability to access such information through use of terminal is desirable.
Ability to read, interpret, and prepare plans and specifications for all phases of construction and building maintenance.
Ability to read, understand and utilize technical information, parts lists and operating manuals.
The ability to work effectively with all levels University personnel as well as off-campus professional agencies.
Working knowledge of operational planning, event coordination, scheduling, estimating, customer service, and resource management within a complex service environment.
Knowledge of the principles and practices used to coordinate staffing, equipment, materials, contracted services, logistics, and operational support for campus events, maintenance activities, projects, and ongoing departmental services.
Knowledge of higher education operations and the importance of providing responsive, student- and family-centered support for major campus activities, including orientation, commencement, admissions events, open houses, move-in and move-out, and other high-visibility programs.
Working knowledge of facilities operations, maintenance practices, skilled trades coordination, preventive and deferred maintenance, contracted services, compliance-related work, and CMMS processes sufficient to support integrated operational planning and service delivery.
Ability to develop scopes of work, cost estimates, schedules, work plans, event logistics, status reports, and related documentation.
Ability to coordinate multiple concurrent assignments, anticipate scheduling conflicts, identify resource requirements, and adjust priorities to ensure efficient and timely completion of work.
Ability to interpret work scopes, technical information, service requirements, and related documentation to effectively coordinate work and communicate expectations.
Demonstrated attention to detail, critical thinking, sound judgment, and follow-through in managing schedules, estimates, records, and competing priorities.
Demonstrated ability to build collaborative, service-oriented relationships with Facilities personnel, skilled trades staff, campus departments, students, faculty, staff, families, vendors, contractors, and external agencies.
Ability to provide responsive, professional, and hospitality-focused customer service while balancing operational priorities, available resources, and changing campus needs.
Demonstrated experience planning and coordinating events, projects, and operational activities in a complex, fast-paced environment, with the ability to anticipate needs, communicate effectively, and respond to changing priorities.
Demonstrated professionalism, strong interpersonal skills, and a collaborative work style that promotes teamwork, accountability, inclusion, and a positive campus community.
Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.

Nice To Haves

Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent information system; Microsoft Office Professional; Google Workspace (Gmail, Docs, Sheets, Drive, Calendar, Forms, etc.); 25Live; intranet drives; and internet browsers.

Responsibilities

Develop comprehensive scopes of work, estimates, schedules, and coordinated work assignments for routine and non-routine maintenance, operations, deferred maintenance, projects, contracted services, and campus events.
Coordinate the sequencing of labor, materials, equipment, and resources.
Receive and schedule service requests and work orders.
Monitor work in progress to support timely completion, budget awareness, and operational efficiency.
Develop and maintain scheduling and business processes supporting multiple multi-skilled trade crews, contracted services, campus events, and departmental operations.
Manage project timelines, resources, and budgets.
Improve workflows and quality-control practices.
Collaborate with Facilities Project Supervisors, Trade Leads, the Facilities Business Team, Space Planning, and campus partners.
Utilize the FMD Event Portal to schedule events and maintain accurate, up-to-date scheduling information.
Support the continuous improvement of associated processes, forms, and workflows.
Coordinate Facilities Management logistics for major campus events, including Commencement, Open House, Admitted Otter Days, Welcome Cookout, Orientation, and other activities requiring departmental support.
Coordinate event staffing, logistical schedules, equipment allocation, inventory, deliveries, staging, setup, and breakdown activities with campus partners.
Assist departments with event inventory coordination and operational planning.
Represent the department in collaborative meetings with Student Engagement, Housing, Dining, Corporation, UACE, operational schedules, and project support.
Coordinate moving services, logistical support, and special projects with Space Planning and campus stakeholders.
Plan and support large-scale events and projects in collaboration with campus stakeholders.
Provide operational support for mandatory major weekend events and projects as assigned by management.
Oversee the planning, coordination, and maintenance of 30-, 60-, and 90-day schedules for Facilities Services and Operations personnel, contracted service providers, and departmental support functions.
Develop and maintain standardized scheduling practices that integrate recurring services, preventive and corrective work, compliance-related actions, deferred maintenance, projects, campus events, and other operational priorities.
Support the implementation and tracking of a multi-year, 52-week preventive maintenance and compliance program consistent with CSU and local and state requirements.
Organize FMD Trades Meetings and facilitate consistent communication and coordination among work groups and campus partners.
Collaborate with Facility Project Supervisors, Trade Leads, contractors, and campus stakeholders to develop, adjust, and communicate integrated schedules.
Monitor work progress, resource capacity, and schedule performance; resolve conflicts; and adjust priorities.
Develop and maintain CMMD dashboards, KPI and performance report generation, work templates, standardized workflows, SOPs, and scheduling tools.
Create and manage program, project, Dorm Turn, event-support, and operational dashboards and templates.
Prepare, communicate, and reconcile cost estimates for campus customers requesting Fee-for-Service work.
Coordinate project and service intake documentation, including project numbers, work orders, estimates, schedules, permit-related applications, approvals, and required records.
Track Fee-for-Service work to ensure schedules, budgets, and established procedures are followed.
Support the Facilities Business Team with cost reconciliation and chargeback documentation.
Perform other job-related duties and special projects as assigned.