Director: Maintenance Scheduling and Planning

Philadelphia, PA, US
May 14, 2019
Director: Maintenance Scheduling and Planning
4224 N. FRONT ST.

Central Office

Job Number: 4600165616

Start Date:

Open Date: 10/03/2018

Closing Date: 08/16/2019

Job Summary
This is administrative and managerial work in the Operations Division of the School District of Philadelphia. The employee in this class will oversee and direct all functions for the District's maintenance operation.
The candidate will have specific responsibility for supervision of employees within various trades to ensure the effectiveness and efficiency of work operations related to the planning, scheduling and processing of work order requests. The candidate will be responsible for the daily oversight and management of the maintenance budget, project planning and scheduling, and materials management.
The candidate will supervise and monitor contracts with third party vendors providing professional and technical services.
Critical to work of the maintenance division is the use of a work order software management system design to document field driven maintenance requests and manage the flow of information throughout the department.
The candidate will coordinate with the Office of Capital Programs, Office of Facilities and Operations, and Office of Environmental Management Services to jointly carry out building inspections and assessments, repairs, and improvement projects.
Essential Functions
  • Oversees and directs the activities of approximately 450 trades mechanics in the electrical, mechanical, general construction and specialized trades area.
  • Supervises schedulers and planners who have responsibility for receiving and
    responding to work requests.
  • Ensures that work order requests are prioritized and processed in a timely manner; adjusts the assignment of schedulers or planners in response to the number of work orders received.
  • Oversees and monitors large projects.
  • Designs and implements a continuous effort in the implementation of a preventive
    maintenance programs.
  • Conducts failure analyses based on statistical evaluations of critical building
    components; devises and/or revises work plans accordingly.
  • Reviews the assignment of overtime to all trades mechanics; monitors the cost
    of overtime activities and ensures that assignments are equitable.
  • Monitors contract maintenance work: ensures that work is completed in
    compliance with contract terms.
  • Conducts cost analyses to make decisions related to the repair or replacement of equipment; conducts ongoing operational analyses to determine the optimal complement of in-house and contracted resources relative to cost and timelines issues.
  • Measures work output of staff and contractors on a continual basis; prepares
    weekly reports for review by senior management.
  • Utilizes computer programs and applications to plan, monitor, and maintain
    status of work projects including Advantis, MS Project, MS Word, MS Excel;
    works with software developers to ensure that automation needs of the
    department are being met.
  • Communicates with school-based, academic division and administrative office staff
    regarding work scheduling and any constraints, which must be observed.
  • Manages the annual maintenance budget.
  • Participates in workforce planning; develops recruitment efforts based on
    forecasted needs of the department as well as industry trends.
  • Maintains a database with information of all staff and ongoing work projects.
  • Supervises an in house Trades Apprentice Program intended to fill critical vacancies within the maintenance division
Minimum Requirements
  • Bachelor's degree from and accredited educational institution in engineering, construction management or a related field.
  • Five years of full-time, paid, professional experience in a maintenance or construction operation which has involved supervising a staff of trades workers, scheduling and estimating the cost of jobs, monitoring the status of jobs using a computerized tracking system and implementing or participating in the design of a preventative maintenance program.
  • Any equivalent combination of education and experience determined to be acceptable by the Office of Talent.
  • All work experience related to the position must be included on the resume.
Knowledge, Skills and Abilities
Demonstrated knowledge of:
  • current practices, work methods, materials and tools used in building maintenance and repair services.
  • the processes involved in planning, scheduling and prioritizing large numbers of work orders.

  • modern management practices, methods and techniques used in the construction and maintenance industries.
  • processes involved in determining cost and time estimates for jobs.
  • processes used in the design and/or implementation of preventative maintenance programs.
  • supervisory methods and techniques.
  • Advantis or a comparable computerized maintenance management system.
Demonstrated ability to :
  • oversee and coordinate large projects.
  • effectively manage a large group of employees through subordinate supervisors.
  • use computer programs and applications, including word processing and spreadsheet functions, to monitor, tract, maintain and report project
  • analyze operational efficiency and to make recommendations for modifications as needed.
  • communicate effectively, both orally and in writing.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Additional Job Information: This is a 12-month, non-represented position. The salary grade for this role is 4029.

Interviews may be conducted to determine how well a candidate meets the established criteria. Note that not all qualified candidates may be selected for an interview. Additional factors including the ability to follow directions, punctuality and professional conduct will be considered in part of the evaluation process. The selected candidate must have no anecdotal record on file and have not been subject to any disciplinary action within the past eighteen (18) months, and have an excellent record of attendance and punctuality during the last three (3) years (defined as no more than eighteen (18) occasions of lateness or absence for personal illness in the last three years (3) years with the exception of one extended long-term absence.

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