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Computerized Maintenance Management System (CMMS) Administrator

Villanova University

This is a Full-time position in Villanova, PA posted October 24, 2021.

Computerized Maintenance Management System (CMMS) Administrator

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Please see Special Instructions for more details.

Required to have a personal cell phone and provide the contact number to all managers and co-workers so that they may reach out during normal working hours and in case of emergency

Posting Details

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If so, please refer to the Applicant FAQ’s.

Posting Number: 20212803S Position Title: Computerized Maintenance Management System (CMMS) Administrator Position Type: Staff Location: Villanova, PA Recruitment Type: Internal/External Applicants Work Schedule: full-time/12-months Avg Hours Week Department: 791-FS
– Administration Position Summary: The Computerized Maintenance Management System ( CMMS ) Administrator provides business administration support and highly specialized expertise in managing data related to facilities maintenance and operations functions.

This position develops, implements, and provides quality control oversight of business processes that ensure that all phases of work performed by the Facilities Management Office ( FMO ) division are recorded in TMA Systems.

The Administrator audits data in the CMMS to verify that business processes are producing data of sufficient quality for management purposes and collaborates with others to ensure data integrity and reporting validity.

The CMMS Administrator will serve as a departmental liaison between FMO and University Information Technology ( UNIT ), retaining principal responsibility for core IT tasks such as software upgrades, hardware maintenance, and IT infrastructure maintenance.

Under the supervision of the Facilities Financial Manager ( FFM ), the Administrator will manage the CMMS budget and track project costs.

Villanova is a Catholic university sponsored by the Augustinian order.

Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission.

The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.

Duties and Responsibilities: Data Management, Reporting and Analysis  Data Integrity

  • Provide specialized expertise in the maintenance of TMA data for all modules that have been implemented; including but not limited to, buildings, areas, assets, equipment, and preventative maintenance schedules.
  • Assess data integrity, adherence to established data standards, and completeness of information recorded in TMA .
  • Coordinate the planning, design and establishment of data entry standards used in the CMMS .

    Responsible for the implementation and enforcement of these data standards to ensure data normalization. 


  • Assist with the development, management and enforcement of data standards and procedures used for entering facility-wide information, including but not limited to work classification, priority, and status codes.
  • Advise management on actions recommended to improve data quality for business decision-making.
  • Manage user data, including user groups, rights, preferences, and security levels.
  • Coordinates with trade supervisors in the management of facility asset records and preventative maintenance schedules. 


  • Build custom reports from TMA database to serve as a management tool in making sound business decisions.
  • Develop reports, dashboard queries and special queries to meet user requirements.
  • Develop graphical Key Performance Indicators (KPI’s), metrics, and screen layouts as required.

    Support supervisors and managers in reporting capabilities and utilizing metrics in day-to-day operations.


  • Collaborate with Assistant Director of Maintenance ( ADM ) and Facilities Financial Manager ( FFM ) to review and analyze the effectiveness and efficiency of existing systems and develop strategies for improvement. 
  • Audit data in the CMMS to verify that business processes are producing data of sufficient quality for management purposes. 
  • Performs periodic analysis of preventative maintenance program and presents analysis to department managers/supervisors.

    Propose projects that reduce recurring costs.

System Infrastructure and Project Management

  • Remain current with changes in TMA software through independent research, participation in TMA user groups, self-paced training, and attendance at TMA training events and conferences.

    Assist with research of new technologies and present recommendations and justifications on major hardware and software purchases.

  • Support all CMMS environments, including but not limited to development, testing, training, and production.

    Initiate service requests for software modifications.

    Routinely monitors transfer of data between software systems through interface programs and troubleshoots systems and user errors.

  • Oversee recent transition to SaaS and the migration to updated platform iteration.

    Initiate paperless workflow, mobile device utilization and configure the software to automate workflows to the greatest extent possible for tasks such as work receipt, work tracking, preventive maintenance scheduling, receiving, issuing materials, and recording labor and materials expended for work orders.

  • Recommend new projects and initiatives to improve the stability of the operation.

    Prioritize projects based on business impact.

    Effectively support, motivate, and utilize each team member on all project initiatives.

    Produce regular reports to track the status of initiatives.

Training and Interfacing 

  • Working with the ADM and FFM , the CMMS administrator shall develop Standard Operating Procedures (SOPs) to standardize practices and operations.
  • Interface with all divisions, department wide, on a broad array of initiatives, including but not limited to: monthly billing, annual inventory, preventative maintenance, BAS integration, space management, and future interfacing modules.
  • Serve as the “resident expert” for executing work processes while using TMA .

    Responsible for the training of facilities staff in the use of all TMA modules, operational workflow, SOPs, and data standards, including the development of all training material.

Nonessential Job Functions

  • Performs additional duties and assist with special projects as assigned.

Minimum Qualifications:

  • Bachelor’s Degree required
  • 5 years’ experience in database management that includes workflow processing and configuration management, creating reports and dashboards, and training users.
  • Must be organized, self-sufficient, and have strong analytical skills.

    Excellent project management skills.

    Excellent oral and written skills required.

    Ability to exhibit good judgment and be able to manage multiple priorities in a fast paced, diverse environment.

    Requires high level computer skills.

  • Knowledge of, and skill in using, database management hardware and software required.
  • Knowledge of report writing, and tools used for business analysis.

    Knowledge of and skill in business process mapping, system analysis, and IT, in general.

Equipment Knowledge: Computers, CMMS software, Server Technologies Preferred Qualifications:

  • Master’s Degree in business or computer science a plus
  • Extensive knowledge of CMMS preferred.

    Specific experience with TMA software, a plus. 

  • Working knowledge of all Microsoft applications, Banner Accounting System a plus.

    Knowledge of the organization and functioning of a higher education maintenance department preferred.

  • Knowledge of the nature of the work performed by specific trades, such as plumbing, electrical, and HVAC , a plus.

Physical Requirements and/or Unusual Work Hours:

  • Sitting for extended periods often required.

Special Message to Applicants: Required to have a personal cell phone and provide the contact number to all managers and co-workers so that they may reach out during normal working hours and in case of emergency Posting Date: 09/17/2021 Closing Date (11:59pm ET): Salary Posting Information: Commensurate with experience.

Salary Band: J Job Classification: exempt

References Needed

Minimum Number of References Needed 0 Maximum Number of References Needed 0

Supplemental Questions

Required fields are indicated with an asterisk (*).

  • * How did you first hear of this employment opportunity?
    • LinkedIn
    • Glassdoor
    • Chronicle Vitae
    • Academic Keys
    • PA CareerLink/JobGateway
    • Professional Affiliation/Trade Website
    • Diversity Association/Publication Website
    • Advertisement in Academic or Professional Publication
    • Referred by a current or former employee
    • Referred by a friend or family member
    • Heard about it at a conference or career fair
    • Browsing the Villanova website
    • Other
  • * If your answer to the above question is “Other”, please specify the source below.

    If this question does not apply to you, enter N/A.

    (Open Ended Question)

Documents needed to complete your application:

Required Documents

  • Cover Letter / Letter of Interest
  • Resume / Curriculum Vitae

Optional Documents