"Manager, Planning and Deferred Maintenance"

Position Description

Job Category
Fulltime Regular

ExemptOvertimeEligible
Exempt

Benefits Eligible
Benefit Based

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Facilities Manager of Planning and Deferred Maintenance is responsible for overseeing the maintenance planning and execution of the Infrastructure, Major Utilities Distribution Systems Upgrades (MUDSUP) and Critical Deferred Maintenance Capital budgets, ~$15M annual spend across a wide array of project types.

This role involves managing deferred and operational maintenance, ensuring data accuracy and quality, and aligning infrastructure needs with priorities. It requires effective leadership and collaboration with various departments, including Planning Design and Construction and Facilities Operations staff to present and implement comprehensive maintenance and upgrade plans. This position will directly supervise Facilities Project Managers and the Shops multi-trade coordinator.

Key Accountabilities / What You’ll Own

Maintenance Planning and Execution

• Develop and implement strategic maintenance plans for campus infrastructure, including deferred and operational maintenance.
• Manages and coordinates Facilities Condition Assessments (FCA) and asset inspections through third party vendors.
• Collaborate with facilities stakeholders to align campus goals.

Budget Management and Reporting

• Manage and coordinate the means and method of identifying and prioritizing the needs of the campus using the campus third party FCA and facilities asset management data
• Ensure data accuracy and integrity through rigorous QA/QC processes
• Conduct analytics to prioritize budget expenditures and align them with strategic goals
• Develop and manage budgets for maintenance and infrastructure projects, ensuring cost-effectiveness and alignment with institute priorities
• Prioritize spending based on data-driven insights and strategic objectives. -Prepare funding requests based on rigorous cost-benefit and risk-based analysis.
• Prepare detailed reports and presentations on maintenance planning, MUDSUP progress, and budgetary status for management.
• Communicate effectively with stakeholders, including senior management, to ensure alignment and approval of plans and budgets.

Team Leadership and Collaboration

• Collaborate with subject matter experts in Sustainability, Energy Management and Engineering to ensure alignment of major infrastructure needs with departmental goals.
• Manage a team of three project managers who execute the infrastructure plan.
• Work directly with campus shop supervisors to integrate shop priorities into the maintenance planning process.
• Serve as the primary liaison with Planning Design and Construction during the renewal period to identify opportunities to address planned maintenance during the renewal execution.

About You

• Highly motivated, personable leader who is a self-starter with proven track record leading teams responsible for complex utility infrastructure systems.
• Technical in nature while business savvy and comfortable developing and presenting business cases in front of senior leadership.
• You have a passion for innovation; problem solving and are known to deliver solutions to complex problems.
• Self-Starter who takes initiative with complex utility master plan strategies
• You’re an executor who has a reputation for getting things done
• You’re a seasoned leader known for your enthusiasm and focus on putting the team first and growing teams.

Basic Qualifications / What you must have

• Bachelor’s degree in Facility Management, Architecture, Engineering, Information Technology, or related field; or a mix of professional experience and related education.
• Minimum of 4 years of relevant work experience in facilities, analytics, and/or information management.
• At least 3 years’ experience leading an infrastructure and maintenance project management team.
• Demonstrated experience of leveraging, managing, and analyzing, large and complex data sets.
• Demonstrated experience managing budgets more than $10m.
• Must demonstrate proficiency with Microsoft Office Suite, IWMS or CMMS, database management, productivity tools, and mobile applications.

Preferred Qualifications / What will make you stand out

• Strong analytical skills with the ability to interpret and manage complex data sets.
• Proven ability to develop and manage budgets and prioritize spending.
• Master’s degree in Facility Management, Architecture, Engineering, Data Analytics, or related discipline.
• Industry certifications such as CFM, CEFP, PMP, or similar.
• Experience in higher education facilities environments.

Required Documents

• Resume

Hiring Range

$128,500 - $158,400 Per Year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.