Job Description

Position Information

Position Type Professional Staff Faculty Track Position Title Facilities Asset and Systems Specialist Employment Status Full Time Months 12 Campus Portland, ME Description

The Facilities Asset and Systems Specialist manages the systems, asset information, reporting, and workflows that support University facilities operations and long-term asset planning. The position serves as the primary functional administrator for the computerized maintenance management system (CMMS), currently MaintainX, and Facilities Assessment and Facility Condition Index (FCI) databases, currently Gordian. This role combines hands-on systems administration and data management with leadership of process improvement, user training, and cross-departmental coordination. The specialist develops consistent practices for work requests, preventive maintenance, asset records, and reporting, turning operational information into actionable maintenance priorities and capital planning recommendations. The position works closely with Facilities supervisors, Campus Planning, Finance, Information Technology Services (ITS), University departments, and vendors to improve service delivery, system adoption, and the accuracy of facilities information.

About the University of New England

UNE is Maine’s largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state’s top provider of health professionals and home to Maine’s only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits:
• UNE tuition waiver for employees, spouses, and domestic partners.UNE tuition waiver for dependents of employees with 1 year of full-time service.
• 50% tuition reduction if less than 1 year of full-time service.

For more information about our outstanding benefits, please visit: UNE Benefits Overview

Responsibilities

• Build and maintain accurate asset inventories for buildings, building systems, infrastructure, fleet vehicles, furniture, fixtures, and equipment; coordinate field verification, photographs, equipment labels, and QR codes.
• Create and maintain preventive maintenance templates, schedules, procedures, recurring inspections, and meter-based maintenance requirements in partnership with qualified Facilities personnel.
• Coordinate incoming work requests, support accurate prioritization and routing, and work with Facilities supervisors to resolve overdue, incomplete, or incorrectly documented work orders.
• Establish consistent work order practices for assignment, status updates, time reporting, asset references, and closure; identify and address workflow gaps with departmental leadership.
• · trends, backlog, preventive maintenance compliance, labor costs, recurring issues, asset condition, and renewal needs.
• Gather feedback from technicians, supervisors, housekeeping, grounds, building contacts, and other users; implement practical improvements that reduce administrative burden and support effective operations.
• Maintain an organized, actionable FCI dataset of facility asset needs, condition, renewal timelines, and replacement estimates; coordinate annual reviews and document equipment replacements and retirements.
• Partner with Facilities Management, Campus Planning, and Finance to translate asset information into prioritized maintenance, capital, and furniture, fixtures, and equipment plans and budget recommendations.
• Establish asset naming conventions, location structures, parent and child relationships, and required data fields; reconcile records across CMMS and FCI systems.
• Administer and continuously improve the CMMS, including configuration, user access, team structures, request portals, approval workflows, notification practices, and licensing coordination.
• Review blueprints, specifications, O&M manuals, submittals, warranties, and project documentation; incorporate relevant asset and maintenance information from construction, renovations, and equipment changes.
• Lead staff onboarding, training, demonstrations, and user support across desktop and mobile devices; develop procedures, help guides, and communications that improve adoption and data quality.
• Coordinate system integrations and automation with ITS, vendors, and appropriate University review offices, including fleet data and event support workflows.
• Organize Facilities shared documents and communications resources, including Box folders, SharePoint content, and building distribution groups; support targeted updates and accessible guidance for requesting services.
• Serve as the primary functional liaison to system vendors; troubleshoot issues, assess product changes, and recommend system, licensing, and contract enhancements based on operational needs, cost, and value.
• Manage assigned improvement projects, coordinate stakeholders and timelines, and escalate resource needs and decisions requiring departmental or institutional approval.
• Perform other related duties as assigned.

Qualifications

Bachelor’s degree in facilities management, information systems, business administration, or a related field, plus three to five years of relevant experience; or an equivalent combination of education and experience.

• Experience with asset inventories, preventive maintenance, facilities operations, or lifecycle planning, with working knowledge of HVAC, electrical, plumbing, and other building systems.
• Experience administering a computerized maintenance management system (CMMS), asset management system, or comparable operational platform, including reporting, workflows, data management, and user support.
• Proficiency with Microsoft Office applications; familiarity with shared document platforms, system integrations, and automation preferred.
• Ability to interpret technical documents and analyze asset, maintenance, and cost information to support operational and capital planning.
• Demonstrated ability to coordinate projects, train users, manage competing priorities, and communicate effectively with University staff, vendors, and contractors.

Physical Requirements and Work Environment

This position is primarily computer-based and performed in an office environment, with periodic onsite asset verification and coordination across UNE’s Biddeford and Portland campuses. The role involves occasional walking, standing, climbing stairs, and visiting authorized facilities spaces, including mechanical rooms and elevated areas, as needed. Occasional evening or weekend work may be required to support University operations.

EEO Statement Summary

Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, sexual orientation, gender identity and/or expression, familial status, pregnancy, ethnicity or national origin, religion, age, creed, genetic information, physical or mental disability, HIV status, veteran status, status as an individual who asserted a claim or right under Maine’s Workers’ Compensation law, status as an individual who sought and received a final protection order issued pursuant to Maine law or pursuant to a substantially similar provision of the law of another state or nation, or any other status protected by applicable federal, state, or local law. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

Vaccination Statement (PLEASE NOTE)

Employees in clinical settings must meet the State of Maine’s immunization requirements for clinical activity.

Additional Note

This position is not eligible for H-1B visa sponsorship or STEM OPT extension.

Anticipated Pay Range $62,000 - $68,300

Posting Detail Information

Posting Number 2022PS1039P Open Date 11/05/2026 Close Date Open Until Filled Yes