Senior Planner/Estimator/Scheduler

Anticipated Hiring Salary Range: $6,890 - $8,072* per month (Steps 4-12)
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date: September 20, 2025
Recruitment Status: Open Until Filled - CSUMB Internal Recruitment

Employment with the California State University System

ABOUT CSUMB

California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year.

With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.

The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University.

As one of the 22 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

PURPOSE

Under the general supervision of the Associate Director of Facilities Services and Operations, the Senior Planner/Estimator/Scheduler develops 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. The incumbent coordinates the sequencing of labor, materials, equipment, and resources; receives and schedules service requests and work orders; and monitors work in progress to support timely completion, budget awareness, and operational efficiency.

Working closely with Facilities Project Supervisors, Trade Leads, the Facilities Business Team, Space Planning, and campus partners, the incumbent develops and maintains scheduling and business processes supporting multiple multi-skilled trade crews, contracted services, campus events, and departmental operations. The position manages project timelines, resources, and budgets; improves workflows and quality-control practices; collaborative partnerships to meet the evolving operational needs of the campus.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

1. Planning, Estimating, and Coordination

Develop clear scopes of work for routine and non-routine maintenance, operations, deferred maintenance, projects, and campus events. Coordinate deliverables, timelines, responsibilities, and specifications to support accurate execution by CSUMB skilled trades teams.

Prepare detailed estimates for labor, materials, equipment, and contracted services; receive, review, prioritize, and coordinate service requests and work orders based on available resources, scheduling priorities, and budget considerations.

Coordinate maintenance, project, and event schedules to ensure efficient sequencing and timely completion. Monitor work in progress and conduct site visits, as appropriate, to assess scheduling requirements, sequencing, and quality-control considerations. Identify scheduling conflicts and operational issues and report findings and status updates to management for resolution. Collaborate with Facility Project Supervisors, Trade Leads, and contracted service providers to align maintenance, service, and contracted-service schedules with operational needs across multiple multi-skilled trade crews. Assist with coordination of contracted services supporting Facilities Management operations.

Prepare accurate labor and material estimates reflecting project requirements, and support the Facilities Business Team with project documentation, trade and logistical chargeback reconciliation, and Fee-for-Service activities. Track and report work in progress to ensure assignments meet established timelines, specifications, and departmental standards.

2. Event and Project Coordination

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 to ensure efficient planning and execution. Assist departments with event inventory coordination and operational planning to meet evolving campus needs and service expectations.

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 as required.

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. Monitor schedules and resource requirements to ensure Facilities Management personnel, contracted services, equipment, and operational support are effectively coordinated to meet campus expectations.

3. Scheduling and Oversight

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 while ensuring effective use of personnel, equipment, and resources.

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 for service delivery, project work, event support, and operational activities. Monitor work progress, resource capacity, and schedule performance; resolve conflicts; and adjust priorities as campus needs evolve.

4. Systems and Process Management

Develop and maintain CMMS dashboards, KPI and performance report generation, work templates, standardized workflows, SOPs, and scheduling tools supporting skilled trades, contracted services, recurring services, preventative and corrective work, compliance activities, deferred maintenance, projects, campus events, turnover activity, and departmental operations.

Create and manage program, project, Dorm Turn, event-support, and operational dashboards and templates to strengthen planning, communication, accountability, and consistency across Facilities Management. Prepare, communicate, and reconcile cost estimates for campus customers requesting Fee-for-Service work.

In collaboration with Facility Project Supervisors, Trade Leads, and campus partners, 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 associated with departmental projects, services, and Fee-for-Service work, while advancing continuous process improvement across departmental operations

Other Functions

1. Perform other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of building materials, costing procedures and the sequential methods of modern construction practices so that various crafts are brought onto the project at the proper time to assure continuous progress toward completion in a timely manner. Knowledge of the time required for performing various segments of construction and maintenance work. Knowledge of building codes and trades is also required to enable the incumbent to write complete and concise specification so accompany plans for contract jobs. 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 is required in order to program and schedule a predetermined preventive maintenance system and to keep the various mechanical and stationary equipment properly maintained and in continuous working condition. The ability to work effectively with all levels University personnel as well as off-campus professional agencies.

MINIMUM QUALIFICATIONS

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.

SPECIALIZED SKILLS

• 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.

PREFERRED QUALIFICATIONS/DESIRABLE EXPERIENCE

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.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• The person holding this position will have a duty to report to the Campus Title IX Officer information pertaining to discrimination, harassment, sexual misconduct, sexual exploitation, dating violence, domestic violence, stalking, and retaliation and is required to comply with the requirements set forth in CSU Executive Order EO 1095, EO 1096, and EO 1097 as a condition of employment.
• The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
• This position has been designated as a sensitive position with:
  • access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards.
  • responsibility or access/possession of building master or sub-master keys for building access.
• 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.
• May require occasional evenings and/or weekend work.

PHYSICAL ENVIRONMENT

Office environment with standard equipment and tasks. The position requires working at a computer and desk for extended periods of time. May require travel between campus offices and off-campus locations.

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.

BENEFITS/PERKS

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit the Employee Benefits Summary. The University Corporation at Monterey Bay also provides access to affordable housing near main campus. The allocation of housing is subject to several factors, including availability, eligibility criteria, and specific program guidelines. For more information, visit: https://csumb.edu/corporation/employee-housing

APPLICATION PROCEDURE

To receive full consideration, applicants must complete and submit the required online application by the priority screening date listed on the Careers at CSUMB website. Applications received after this date may be reviewed at the University's discretion. All submitted materials become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailing humanresources@csumb.edu

All employees must be eligible for employment in the U.S.

Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant's current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

GENERAL INFORMATION

CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. In compliance with federal crime awareness and campus security legislation, including the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics, you can view the notice of availability and access the Cal State University, Monterey Bay annual security and fire safety reports at https://csumb.edu/clery/asr-and-fsr-notices-availability/.

CSUMB is a smoke and tobacco-free campus.

EQUAL OPPORTUNITY EMPLOYER

CSUMB is an Equal Opportunity employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.