General Summary: 

The Manager of Computerized Maintenance Management Systems (CMMS) and Facilities Information Systems directs and oversees the operation of the Facilities Department’s TMA Computerized Maintenance Management System (CMMS), directs the operations of the Facilities Service Response unit, and guides and leads the collection, preservation and analysis of the campuses building and maintenance information. This work will include developing, documenting, and implementing digital workflows to ingest, catalog, preserve, access, store, and secure historical, current and future materials held by the Department. The Manager will manage and maintain the technology used to track and optimize the university’s physical assets, including data on space utilization, maintenance needs, asset inventory, and building conditions, by collecting, analyzing, and reporting information to facilitate efficient operations and decision making within the Facilities Department.

Examples of Duties: 

• Administers and oversees the CMMS work management system and is the content expert and department resource on all procedural and automated features and functions. Monitors, troubleshoots, and recommends changes and enhancements to support department’s service operations.
• Resolves customer complaints and handles requests for special or non-standard services.
• Maintains up-to-date knowledge of Facilities Department operations, including the location of units, services performed, campus buildings, weather conditions, daily schedules and special events.
• Responds expeditiously to emergency situations and breakdowns. As necessary, notify and dispatch appropriate personnel in response to emergency situations via radio or telephone.
• Develops and reports on metrics in work order compliance, such as response time, completion time, overall completion percentage.

• Provides training on systems and other technologies as needed for employees, technicians, management, and clients.
• Generates reports and other management information from the TMA system as requested by supervisors and managers.
• Responsible for the upkeep of CMMS data. Expectations include, but not limited to:
• Building set ups – add, change, delete building records
• Assets – add new, update, and take out of service, etc.
• Users – add new and remove as needed
• PMs – Set up new, update existing, etc.
• User documentation/information – update warranty info, procedures, contracts, attach tech manuals, tech notes, etc.
• Others as defined
• Designs, generates, reviews, and understands reports. Uses aggregate data from various sources to build a complete analysis, improvement and/or recommendation(s). Prepares and presents results of analysis and reports along with their relative impact(s) to the department to all levels of management.
• Designs business metrics for accountability. Meets with various members of the campus community to understand their requirements. Business metrics may include performance tracking, contract compliance measures, operational efficiency metrics, and/or financial management measures.
• Works with Project Management, Daily Operations, and Utility staff to create new equipment lists and ongoing maintenance requirements for building system components installed via new construction, renovations of existing space, or the replacement of existing systems. Provide information to Project Management staff regarding the necessary formatting for the equipment list to be directly loaded into the CMMS.

• Works with Project Management, Daily Operations, and Utility staff to identify equipment removed from service and deactivate removed equipment in the CMMS.
• Develop and document digital workflows in order to support the coordination, communication and management of facilities planning, design and operations of the UMB Campus.
• Collaborate with the Facilities Department Professionals to implement archival initiatives for facilities information.
• Stay abreast of issues and tools related to the collection and analysis of information using FIS, GIS and digital work flow analytical tools.
• Work with content stewards across the campus and state agencies to ensure the accuracy, develop/support procedures, digital workflows and facilities information.
• Work with the project managers to create collection models for as-built construction and building systems operations manual information.
• Reviews and updates space information in the CMMS to account for the addition of spaces through new construction and the modification of spaces via renovations. Work with the Campus Planner to ensure that space information in the CMMS matches that held in the University’s master space inventory.
• Works with the CMMS provider to identify needed system updates/upgrades, identify training opportunities for all staff using the CMMS, and maintain the service contract between UMass Boston and the CMMS provider.
• Develops policy and procedures for the handling and assigning of received work orders by Facilities Service Response staff.

• Administers preventative maintenance tracking and documentation programs. Reviews scope and frequency of preventive maintenance work orders with Directors, Deputy Directors and Supervisors and revises CMMS tasks and frequencies as required.
• Utilizes CMMS to generate and provide management with reports such as work backlog, equipment repair history and cost, trouble calls, work orders received, and customer satisfaction.
• Analyzes work order flow, workload demands, and management expectations and identifies opportunities to improve processes, planning and performance.
• Performs all work in accordance with established safety procedures.

• Performs other duties as required.

Qualifications: 

• Possession of a B.S. degree in Facilities Management, Facilities Engineering, Computer Science, a related field or equivalent experience.
• Minimum of ten years of work experience with a CMMS and FIS used to track and assign Facilities Department work, planning and asset tracking. Experience using TMA Version 7 preferred.
• Experience with FIS systems and experience in the design, development, implementation, and administration of facilities information systems, including analysis, database development and integration.
• Demonstrated understanding of facilities systems and components, maintenance practices and utility system operations.
• Knowledge and implementation experience with AI solutions.
• Demonstrated excellence in verbal, written, and interpersonal skills, including the ability to give written and oral instructions in a precise and understandable manner.
• Demonstrated ability to work with students, faculty and staff at all levels and maintain effective working relationships with persons from varied ethnic, cultural, and educational backgrounds.
• Demonstrated excellence in analytical skills using data tracked in the CMMS and FIS, applied creativity and problem- solving skills to improve policy and processes.
• Demonstrated knowledge of the principles and practices of management and the ability to apply those to the day-to- day operation of Facilities Service Response by planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
• Demonstrated ability to provide courteous and efficient service to the faculty, staff, students, and visitors seeking the assistance of the Facilities Department.
• Demonstrated advanced knowledge of Microsoft Office, CMMS, FIS, GIS and MS TEAMS software and CAD/Building System 3-D modelling software.
• Ability to generate analysis and reports on KPIs such as space utilization, maintenance costs, energy consumption, and equipment life cycles to identify replacements and areas for improvement.
• Plan, manage, and implement FIS-related projects.

• Provide data analysis and support for renovation projects, space planning and capital expenditure decisions.
• Conduct regular facility condition assessments and update systems accordingly.
• Prepare and present clear and well-organized written and oral reports to campus administration and other groups as required.
• Demonstrated ability to organize and prioritize work and the ability to work both independently and as part of a team.
• Demonstrated experience in a fast-paced, complex environment is essential. Must be able to remain calm during high stress and/or high activity periods.
• Demonstrated ability to exercise sound judgment and discretion, especially in the handling of confidential information.
• Having worked previously in a union environment preferred.
• Ability to gather, organize and report on data from a variety of sources.
• Willingness to learn and implement AI solutions that integrate with existing systems to enhance functionality and improve effectiveness.
• Manage the data flow and infrastructure for effective AI deployment.
• Collaborate across teams and departments to align AI initiatives with organizational goals.

Application Instructions: 

Please apply online with your resume, cover letter and list of three professional references.

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Grade: 35            

Salary Ranges

This is an exempt union position.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact HRDirect@umb.edu or 617-287-5150.