Maintenance Planning Specialist

General Function

Plans, organizes and controls a defined portion of a planned maintenance operation for a university campus. Responsible for the overall long-term and daily planning, and scheduling of a defined group’s maintenance activities. Establish and maintain an accurate inventory of related, existing building equipment and systems.

Characteristic Duties and Responsibilities—Essential Functions

  • Provides direction, focus, guidance, support, prioritization and oversight for a section of a planned maintenance program.
  • Ensures equipment and systems data are entered and maintained in CMMS; develops detailed maintenance procedures; prepares daily work schedules; reviews maintenance plan program effectiveness; reviews and compiles predictive analyses results obtained by maintenance staff.
  • Develops a preventative maintenance (PM) program; maintains equipment history.
  • Verification of parts and/or materials needed for completion of scheduled work; assembles the planned job package which contains detailed work order(s), job plan detail by task, labor deployment plan by craft and skill, bill of material, acquisition plan – parts procurement; required permits, clearances, etc.; and prints sketches, photos, special procedures, specifications, sizes, tolerances, and other technical references.

Reporting Relationships

Direction Received: Reports to department operations manager.

Direction Given: Functional guidance of classified employees.

Minimum Requirements

Requires nine months training beyond high school in a relevant trade and three years of experience in a relevant trade, or an equivalent combination of education and experience. Driver’s license required.

Knowledge, Skills, Abilities, and Worker Characteristics

  • Knowledge of relevant facility systems, such as plumbing, HVAC, electrical systems, building automation systems, roof systems and building structures or other operational areas
  • Knowledge of safety regulations and safe work practices
  • Ability to read, interpret, and understand drawings, specifications, sequences of operation, control drawings, and other technical data
  • Ability to successfully handle multiple tasks at once, and be able to determine appropriate priorities; must be able to make independent interpretations and make appropriate decisions
  • Ability to maintain detailed and complete records of maintenance and repair activities
  • Ability to communicate effectively, both verbally and in writing, to a wide range of persons
  • Skill in interpersonal communication to effectively interact with University personnel and public (e.g., to answer routine questions, to explain policies and procedures, and resolve problems)
  • Skill in business application software, to include word processor, spreadsheet, and database programs; must be experienced in the use of a computerized maintenance-management software program

Working Conditions

General typical office environment. May have periodic assignments which entail dealing with modestly unpleasant conditions.

Please note: The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular positions. Employees may be requested to perform job-related tasks other than those specifically presented in this description. For jobs occupied by more than one employee, the identification of non-essential functions shall be determined from the individual’s position description.

Functional Title

Maintenance Planning Specialist

Job Code


Classification Series

Maintenance Supervisor/Management




Physical Facilities


Non exempt

Last Updated

September 2013