Job Information
Stanford University Planner & Scheduler Manager in Stanford, California
Planner & Scheduler Manager
Land, Buildings and Real Estate, Stanford, California, United States
New
Facilities
Post Date 5 hours ago
Requisition # 108901
Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a Legacy."
Planning & Scheduling
Our Maintenance Planners are responsible for the work management, planning and scheduling for maintenance services and provides a steady, structured and balanced flow of work that allows for identification of backlogs and effective management resources. Maintenance planning involves addressing any specific needs, potential problems, or routine tasks necessary for a department to operate. Planning addresses the questions of What, Why and How. Maintenance scheduling involves taking the work order and putting it into a timeframe. Planners are responsible for creating the schedule and ensuring it gets done on schedule. Scheduling addresses the When and Who of maintenance.
Job Purpose
The Planner & Scheduler Manager provides leadership and oversight of the Planning & Scheduling (P&S) function within Facilities Operations. This position manages a team of five planners/schedulers (supporting all trades except Water and the Central Energy Facility) and ensures consistent, centralized scheduling practices across shops.
This role is responsible for building a centralized scheduling process, creating the foundation for metrics and KPIs, and ensuring preventive and corrective maintenance activities are strategically planned, executed, and reported. The Manager also serves as the primary link between planners/schedulers, shop supervisors, and building management to ensure alignment of workload, resources, and compliance requirements.
Core Duties
Leadership & Team Oversight
Directly manage and mentor five planners/schedulers supporting campus trades.
Establish scheduling policies, standards, performance expectations, and professional development paths.
Own and maintain the Planning & Scheduling training curriculum. Ensure training adoption is consistent and measure effectiveness with KPIs.
Centralized Workflow & Process Design
Implement a standardized scheduling framework across trades to manage preventive, corrective, project, and compliance-driven work.
Align workload distribution with available resources in close collaboration with supervisors and technicians.
Metrics, KPIs & Reporting
Develop KPIs such as PM completion rates, backlog aging, estimate-to-job yield, reactive vs. preventive ratios, and technician utilization.
Build dashboards and deliver reports to Facilities leadership on a regular cadence.
Use data analysis to identify inefficiencies and drive continuous improvement.
Financial Accountability
Track estimate-to-job variance and backlog cost impacts to identify budget leakage.
Partner with Finance to develop cost-recovery models (e.g., charging out for estimates where appropriate).
Provide transparency into labor and vendor costs tied to scheduling decisions.
Compliance & Risk Management
Ensure compliance with safety, environmental, and code-driven preventive maintenance requirements.
Maintain documentation for inspections, audits, and regulatory reporting.
Collaborate with EH&S, Building Management, and District teams to align scheduling with compliance obligations.
Conflict Resolution & Negotiation
Resolve conflicts between customer demands, shop resources, and compliance-driven priorities.
Negotiate with vendors and internal stakeholders on scheduling impacts, resources, and costs.
Build consensus and trust through transparent communication and fair scheduling practices.
Stakeholder Engagement & Communication
Serve as the primary liaison between Planning & Scheduling, shop supervisors, and campus partners.
Publish schedules, KPI reports, and training updates for leadership and stakeholders.
Lead cross-functional meetings to review workload forecasts, resource planning, and backlog reduction strategies.
Minimum Education and Experience Required
Associate’s degree in facilities management, engineering, business, or related field; or equivalent combination of education and relevant experience.
Five years of demonstrated experience in facilities planning, scheduling, or maintenance operations with increasing responsibility.
Prior supervisory or leadership experience required.
Minimum Knowledge, Skills, and Abilities Required
Proven leadership and mentoring skills managing staff across trades.
Demonstrated ability to design, implement, and enforce processes and training programs.
Analytical ability to build and interpret KPIs, metrics, and financial performance data.
Knowledge of preventive maintenance, compliance-driven scheduling, and work order systems (Oracle EAM, Maximo, or similar).
Strong conflict resolution and negotiation skills to manage competing priorities.
Excellent communication and interpersonal skills.
Certificates and Licenses
Valid California Non-commercial Class Driver’s License.
Preferred: FMP (Facilities Management Professional) Certification
PHYSICAL REQUIREMENTS *:
Frequently stand/walk, sit, perform desk-based computer tasks, use a telephone, and grasp lightly/fine manipulation.
Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, 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.
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.
WORKING CONDITIONS :
Requires 24-hour response availability seven days per week for emergency situations.
Travel on campus to schools/units, occasional out of town travel.
WORK STANDARDS :
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.
Demonstrate accountability, transparency, and collaboration across Facilities Operations
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, http://adminguide.stanford.edu.
The expected pay range for this position is $105,200 to $122,740 per annum.
Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based 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, geographic location and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( https://cardinalatwork.stanford.edu/benefits-rewards ) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
Why Stanford is for you :
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Ourcultureandunique perksempower you with:
Freedom to grow . We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
A caring culture . We provide superb retirement plans, generous time-off, and family care resources.
A healthier you . Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun . Stroll through historic sculptures, trails, and museums.
Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more!
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.
Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form .
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.
Additional Information
Schedule: Full-time
Job Code: 4377
Employee Status: Regular
Grade: H
Requisition ID: 108901
Work Arrangement : Hybrid Eligible