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Maintenance Planner/Scheduler

Stanford University

Job Details

Maintenance Planner/Scheduler
Residential & Dining Enterprises, Stanford, California, United States

Schedule: Full-time
Job Code: 4376
Employee Status: Regular
Grade: G
Requisition ID: 92538


Founded in 1891, Stanford University is among the top academic institutions in the country, excelling in a wide range of fields from the humanities to information technology to the health sciences and medicine. The university is located near Palo Alto, 35 miles south of San Francisco, on an 8,800-acre campus.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community. The Department has an annual operating budget of over $270 million, oversees a 5 million sq. ft. physical plant across the campus, and provides housing for over 13,000 students and dependents, serves over 18,000 daily meals at 30 dining and retail locations and over 300,000 meals at Athletic Concessions events, and hosts 20,000 conference guests annually. Additionally, R&DE comprises 735 FTE staff in the following divisions: the Office of the Senior Associate Vice Provost, Student Housing, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology and Communications.

“Students (Customers) First” is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day. In R&DE, “Excellence is defined by aligning our strategic goals and performance with our vision.”

Stanford and R&DE are committed to creating and sustaining a diverse environment. R&DE's dedication to promoting diversity, multiculturalism, and inclusion is reflected in our work of providing service excellence to our students. Diversity is more than a commitment—it is foundational to what we do. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other characteristics that make us different.


Maximize maintenance crew productivity across shifts and work groups through effective, customer- oriented scheduling while controlling the backlog of emergency, routine, renewal, and preventive maintenance work orders.


Independently plan, organize, and schedule workflow for corrective, preventive, and predictive maintenance work, project support and normal operations tasks to meet priority demands, and long and short-term projects.

Compile daily, weekly, and multi-week schedules for facilities operations and maintenance work. Provide timely customer service on reactive work orders while balancing preventive maintenance work schedules by analyzing circumstances based on situation and available resources.

Follow-up, problem-solve, trouble-shoot processes, communicate scheduling information and status of maintenance work issues with customers and staff.

Perform follow-up response to after-hours, holiday, and weekend calls to determine if process

was completed or if additional resources are needed.

Determine work plans based upon site-wide field trips, priority, available work force, and other criteria. Review plans and schedules with craftsmen management.

Monitor, track, review, and analyze open work orders and work order aging for assigned maintenance groups.

Establish work priorities to meet operational needs, minimize work order backlog and ensure timely completion.

Enter, manipulate, analyze, and extract data using Enterprise Asset Management (EAM) system. Design and prepare reports to provide statistics for developing process improvements.

Identify opportunities to improve processes, planning or performance through analysis of workflow, project demands and expectations.

Review utilization and cost data to recommend cost reductions strategies.

Consult with team supervisors to determine time standards for work performed for maintenance planning and reactive work orders.

Evaluate vendor quotes and services to coordinate parts and material acquisitions for planned work,

including preventive maintenance, moves and special projects as needed.

Negotiate with vendors concerning cost, parts needs, status, tracking and follow-up.


Education & Experience:

Associate degree and three years related, demonstrated work order scheduling experience, or a combination of education and relevant experience.


Ability to demonstrate effective cultural competence in diversity and inclusion practices, strategies, systems and policies.

Knowledge, Skills and Abilities:

Analytical ability and skills to operate a computerized maintenance program and produce reports. Demonstrated ability to manage short deadlines, changing priorities; and to follow a disciplined work process. Knowledge of facility maintenance procedures and systems; understanding of preventive maintenance.

Ability to quickly learn the maintenance service-provider roles of each shop, the roles of contract services, proper sequencing of repair work, and facilities and construction terminology as related to the performance of maintenance work.

Working knowledge of applications such as Excel, Word, PowerPoint, and project management software.

Certifications and Licenses:



Frequently stand/walk, seated, performs desk-based computer tasks.

Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds

Rarely kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.

Ability to obtain and maintain a California Non-commercial Class license.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


Requires 24-hour response availability seven days per week for emergency situations.


Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

This role is designated as essential and requires incumbents to report to the worksite. Telecommute is not an option for this role.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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Change the world. And yourself.

Stanford University has changed the world, over and over again.

We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career. 

At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment.

Stanford Facts at a Glance

Opened 1891

Student Enrollment

  • Undergraduates: 6,980
  • Graduates: 8,897


  • 8,180 contiguous acres in six governmental jurisdictions
  • Nearly 700 major buildings
  • 97% of undergraduates live on campus


  • 5,300 externally sponsored projects
  • $1.33 billion total budget


  • 2,043 faculty members
  • 21 Nobel laureates are currently members of the Stanford community
  • 5:1 student to faculty ratio

Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

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