Facility Operations Planner - Building Maintenance (FMD)

Duke University
Fac Mgmt-Maintenance Overhead Code

Job Details

Occupational Summary

The Facility Operations Planner is responsible for assessing, estimating, resourcing, planning and scheduling work activities for shops and outside service providers in a customer-focused, efficient, and standardized manner. The Planner is responsible for working effectively with and supporting the Shop Supervisors and management in delivering integrated Facility Operations services to the University. The Planner will report to the Senior Manager of Building Support and will assist with various administrative and management functions.

Work Performed:

    Proactively maintain records, schedules, and work orders (WOs) related to various physical asset management programs for portfolio-wide building/mechanical systems including, but not limited to: elevators, roofs, fall protection systems, lightning protection, exterior features, building inspections, pools/spas, etc.Communicate with consultants, contractors, and vendors regarding asset management programs to schedule site visits, process payments, and maintain web-based systems. Reconcile reports and records—coordinate with vendors as necessary to ensure accuracy and timeliness.Receive written, oral, and electronic work requests; verify completeness of information; enter information into EAM (Enterprise Asset Management) System; issue WOs; determine appropriate shop and/or supervisor; monitor WO progress through the entire life cycle; and close work orders upon completion.Communicate with customers to determine total scope and priority of the work to be performed. Keep customers apprised of the status of WOs with an eye toward customer satisfaction.Follow published work priority system for 24/7 emergency response, as well as priority system for daily scheduled and unscheduled WOs.Assist with administering and developing preventive maintenance (PM) tracking and documentation programs, assign and distribute the work to the appropriate supervisor, review scope and frequency of assignments with the supervisor and make changes where required.Estimate job requirements for Preventive Maintenance (PM) activities including number and type of Facility Operations staff to be assigned and number of hours per task.Identify and obtain resources and materials required to execute the requested work. Verify availability of resources prior to scheduling the work or arrange for appropriate alternatives.Provide consistent contact between Facility Operations staff and customers for planning and scheduling access to spaces in which mechanics need to perform work. This may include shutdowns, after-hours access, etc. as needed to execute work while minimizing disruptions to customers.Generate and provide work performance reports such as overtime, work backlog, equipment repair history and cost, trouble calls, work orders, and customer satisfaction.Coordinate work request priorities and proactively develop schedules; review the status of scheduled WOs with supervisors; and discuss new, incoming WOs.Submit written notifications to departments to coordinate upcoming shutdowns.Utilize EAM to manage WO history and track job status and repair costs.Assist with coordination, recommendation and procurement of outside services when outside labor is required to meet schedule commitments.Identify opportunities to improve process, planning or performance through analysis of work order flow, project demands and expectations.Review utilization and cost data to recommend corrective actions to reduce costs.Plan and perform all work in accordance with Facility Operations Safety Program and OSHA regulations.Develop strong working relationship with supervisors and staff to ensure no interruption of service. Participate in FMD emergency preparedness planning and emergency response activities.Develop and maintain subject matter expert (SME) role on EAM functionality and train others in the proper use of the system. Perform other duties as assigned.

Minimum Qualifications

Education: AS degree in engineering, operations or computer science. BS degree preferred.

OR three or more years of experience in an operations planner role or operations leadership position.


Work requires a broad knowledge of building systems, equipment, renovations, and maintenance normally acquired through five years of experience in one or more of the skilled trades. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Knowledge, Skills and Abilities:

  • Knowledge of institutional building system types and maintenance issues.
  • Excellent analytical, troubleshooting, applied creativity and problem-solving skills.
  • Excellent oral and written communication skills; ability to communicate effectively to a wide range of audiences, including faculty, staff from other departments, students, and others.
  • Ability to create and maintain positive customer and stakeholder relationships.
  • High attention to detail; able to document requests thoroughly, accurately, and consistently with little supervision.
  • Skills using work order management software (Infor EAM) or CMMS.
  • Computer software skills using MS Office including Word, Excel, PowerPoint, and Outlook.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.


Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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