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Preventative Maintenance Program Manager

Apply now Job no: 514403
Work type: Management (MPP)
Location: Pomona
Categories: MPP, At-Will, Custodial/Facilities, Full Time

Preventative Maintenance Program Manager


Type of Appointment: Full-time, Management Personnel Plan (MPP I)

Salary Range: Commensurate with Qualifications and Experience

Recruitment Closing Date: Open Until Filled




REQUIRED- All candidates must submit the following:

  • Application
  • Cover letter
  • Resume or CV
  • Three References




Facilities Planning and Management (FP&M) leads the campus efforts in planning, development, and maintenance of the campus ‘natural and built environments in support of the university’s mission. The department seeks to preserve and enhance CPP’s history, aesthetics, physical assets, and natural ecosystems through coordinated planning, design, and construction of buildings, transportation systems, infrastructure, landscaping and other physical improvements.  FP&M includes the EH&S function as well.  As an advocate on behalf of the university and its auxiliaries, FPM strives to provide facilities that meet scope, budget, operational needs, functional and legal requirements. FPM is comprised of approximately 130 facilities professionals that also provides Facilities Operations and maintenance services including custodial services, landscaping, recycling, building and mechanical trades, energy and utility management, fleet and auto services. 


The workforce is culturally diverse and multilingual.  Its composition includes full time staff throughout FPM who are also earning their degrees and many whom have graduated from Cal Poly Pomona.  The staff includes architects and engineers, accountants, planners, project managers, administrative staff, carpenters, plumbers, locksmiths, painters, electricians, landscape architects, computer technicians, custodians and other building and mechanical trade technicians.




 Model Effective Campus Stewardship by developing a best-in-class Preventative Maintenance Program

  • The incumbent will document the current state of TMA equipment inventories, the directory structure and preventative maintenance activities. 
  • The incumbent will analyze those current practices against audit findings, peer campuses and industry model practices and recommend and review the analysis and recommendations with the shops and FPM’s management team to update/improve the directory structure and fields in TMA.  The incumbent will create clear process flow diagrams with responsibilities to train and reinforce model practices and procedures with all affected stakeholders.
  • These updated practices and procedures (documented in TMA) will upgrade FPM’s preventative maintenance programs and reduce the amount of maintenance that becomes deferred at the end of each year.
  • The incumbent will develop, manage and oversee all routine, preventative and predictive maintenance requirements and manages the implementation of these activities for all shops to a shared standard across FPM and eventually all facilities.
  • The Preventative Maintenance (PM) program will be developed for all major equipment including but not limited to HVAC systems, power & lighting systems, fire & life safety systems, conveyance systems, underground utility infrastructure, landscape, custodial locks, automobiles, paint and building services shops. 
  • The program will be implemented through the TMA computerized maintenance management system and will be managed by the incumbent. 
  • The incumbent will collaborate and provide programmatic direction and supervision to shop managers and shop supervisors, storekeeper and Customer Service Center staff to reinforce the PM program, required documentation through training and communications.
  • The incumbent plans, schedules and performs quality checks of periodic maintenance activities and makes frequent inspections of facilities to insure quality preventative maintenance practices.  



Cultivate Collaborative Communication across Divisions and FPM units

  • The incumbent will have exceptional written, graphical and audio-visual communication skills to develop materials in multiple communication channels (meetings, brochures, websites, presentations, Visio process flow diagrams, videos) to document and communicate the FPM’s base services of the recurring maintenance tasks that represent FPM’s denominator of base services to be completed on an annual basis.
  • Through multiple communications channels the incumbent will connect FPM’s base services comprised predominantly of preventative maintenance tasks to the Admin Affairs and FPM Strategy Maps and provide training and materials to customers, staff and management that assist in differentiating between base and premium services.
  • The incumbent will have general knowledge of preventative maintenance practices across all facilities shops (Mechanical, Electrical, Plumbing, Paint, Locks, Auto and building services.  The incumbent will be able to explain to both Facilities and non-Facilities staff the importance of these less visible but essential activities.


Improve Operational Excellence

  • The incumbent will use change management knowledge and skills, such as ProSci’s ADKAR framework, to manage staff and colleagues through the stages of change management that result in successful implementation of replicable and scalable procedures to establish and manage the PM program through planning, scheduling, documenting and effective quality assurance of preventative maintenance activities are recorded in TMA such as changing inventory of parts installed, photographs or tech comments at the task level of the work performed.
  • Generate quarterly and annual reports from TMA of the % of planned PM activities against actual completed by shop.  Generate a report of the deferred maintenance accrued each year to be reported in the ISES FCA database annual administrative updates.
  • During the ISES FCA annual administrative updates provide updates on the Capital Renewal and DM projects completed that year to improve the accuracy of the DM accounting and reporting to the Chancellor’s Office.
  • During the ISES FCA in person updates every 5 years serve as the primary point of contact to ensure that the FCA reports accurately reflect the actual condition (quantity of deferred maintenance) of the facilities.
  • Contribute to the annual Campus Planning & Space Working Group agenda materials to provide information that is necessary to report on deferred maintenance needs and provide information necessary to prioritize funding for projects.


Enhance Organizational Capability

  • The incumbent will stay current with industry practices and strategic initiatives to improve maintenance outcomes such as reliability, efficiency, sustainability and cost effectiveness.
  • The incumbent will work closely with all the shops within FP&M and other Facilities groups on campus to improve processes and manage maintenance, operation, sustainability and renewal of the facilities and infrastructure on campus.
  • Ensures compliance with all applicable safety regulations, building codes and safety requirements. 
  • The incumbent will work on other business process improvement efforts as assigned and serve as a member of the FPM management team providing rotating after hours coverage and cross unit efforts in the implementation of the FPM strategy map.




  • Bachelor’s Degree in in Engineering, Communications, Business or Public Administration.
  • 5 years of progressive experience in Public Higher Education
  • 3 years in Facilities Management that includes experience with computerized maintenance management systems like TMA of preventative maintenance activities.
  • The incumbent should have or be able to acquire within 6 months general O&M knowledge of all Facilities shops and their preventative maintenance practices, frequency and benefits through a training such as Building Operator Certification or equivalent. 
  • Familiarity with higher education facilities planning, central office perspective and administrative policies.   The individual should demonstrate the ability to act independently in alignment with FP&M’s strategy map. 
  • The incumbent should have exceptional proven communication, interpersonal and customer service skills with all levels of the institution.




  • Higher Education experience in managing TMA work orders, preventative maintenance programs across all facilities shops.
  • Master’s degree in Business Administration or Public Administration
  • Certified Educational Facility Professional, Maintenance Management Professional credential




Salary is competitive and includes a comprehensive benefits package.  Salary is competitive and commensurate with qualifications and experience.  This is a Management Personnel Plan Level I position with an attractive benefits package, which includes a vacation accrual rate of 16 hours per month, an excellent choice of medical, dental, and vision insurance, long term disability coverage, life insurance and retirement benefits.


COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at


Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at


Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current Cal Poly Pomona employee who was conditionally offered the position.  See policy at  



Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at


Outside Employment Disclosure

Prospective Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager’s request.  See policy at


Child Abuse/Neglect Reporting Act (CANRA)

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. See policy at



Cal Poly Pomona is a smoke and tobacco-free campus.  See policy at


Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:


Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at More information is available at:



Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: and at

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