Maintenance Scheduling Specialist

Job Description

Job Description

Maintenance Scheduling Specialist

Location / Schedule / Compensation

• Location: Richland, WA
• Worksite: Onsite at a commercial nuclear facility
• Schedule: 4x10, Monday through Thursday
• Duration: 12-month contract with strong extension potential
• Pay: $25.00 to $44.00/hr, depending on experience
• Employment type: Contract
• Citizenship: U.S. citizenship required

Position Overview

• We are hiring a Maintenance Scheduling Specialist / Workforce Coordination Specialist to support a multi-discipline Maintenance organization within a commercial nuclear facility.
• This is a highly administrative, compliance-driven scheduling support role focused on eSOMS scheduling, fatigue management, overtime coordination, union contract scheduling rules, outage support, and maintenance department administrative processes.
• This role does not supervise craft labor or run maintenance work in the field.
• The position supports maintenance managers, supervisors, and craft personnel by keeping schedules, workforce availability, compliance items, reports, records, and administrative processes accurate and current.
• The ideal candidate is detail-oriented, organized, comfortable working in a highly regulated environment, and able to manage competing priorities, sensitive information, and high-volume scheduling needs.
• This position requires strong communication skills, sound judgment, and the ability to independently identify scheduling, compliance, overtime, training, and workforce availability issues before they impact the department.

What You Will Do

• Own and manage eSOMS scheduling activities for assigned Maintenance shop areas
• Provide technical and administrative support to a multi-discipline Maintenance group
• Support maintenance managers and supervisors with workforce scheduling, reporting, tracking, and administrative coordination
• Maintain accurate workforce schedules, rotation schedules, vacation schedules, training schedules, travel schedules, shift assignments, and work hour changes
• Maintain man-loading calendars for assigned crews
• Track workforce availability and provide weekly updates on available hours
• Monitor and update dashboards for maintenance job assignments and crew visibility
• Review scheduled work, travel, training, overtime, and related schedule activity to support fatigue management compliance
• Own and manage the eSOMS Fatigue Management process for assigned areas
• Help ensure compliance with 10CFR26 fatigue management requirements
• Analyze overtime availability for emergent work and added schedule scope
• Run reports and provide recommendations to management on workforce availability, overtime capacity, and schedule impacts
• Coordinate overtime callouts, rotation schedules, shift swaps, PT slips, training schedules, and craft work hour changes
• Maintain overtime list updates, including when to add or remove workers
• Apply Nuclear Bargaining Unit Contract requirements and Letters of Agreement as they relate to scheduling issues
• Fill special shifts in accordance with bargaining unit contract requirements
• Create special shift letters and related scheduling memos
• Schedule and facilitate quarterly fatigue management meetings
• Support other Maintenance shops with scheduling duties during coworker absences
• Support the Maintenance Managers’ administrative needs when required
• Support bargaining unit personnel with scheduling, documentation, travel, and administrative coordination
• Solicit, organize, and provide recommendations to management for vacation requests
• Review and schedule first-choice and second-choice vacation selections
• Review man-loading calendars, training schedules, and rotation schedules before approval
• Complete absent tracking forms
• Coordinate travel arrangements, travel authorizations, training registrations, travel packets, and expense reports
• Monitor upcoming training requirements and schedule cycle, block, specialty, off-site, and required training
• Schedule medicals and mask fits and provide required notifications and paperwork
• Assign and remove individual qualification groups as directed
• Support Access Authorization documentation for personnel requiring Critical Group qualifications
• Maintain call-in line processes and daily reports as needed
• Support onboarding, in-processing, scheduling, time entry, PPE issuance, and out-processing for temporary outage personnel
• Support refueling outages and forced outages, including nights, weekends, and holiday coverage when required
• Support approximately 40+ personnel during online operations and up to 90+ personnel during refueling outages
• Run and analyze reports to support bi-weekly eSOMS payroll audits
• Support time entry, time review, and time modifications for payroll as needed
• Enter watch bills and schedules in eSOMS
• Create and instantiate watch bills
• Complete yearly overtime list re-zero processes
• Run and review work order closure reports
• Print and pull package requests as needed
• Support work request transmittals to records
• Maintain manager and supervisor schedules
• Read and respond to correspondence as needed
• Control, monitor, and reconcile shop credit card expenditures
• Order office supplies, parts, PPE, and safety supplies
• Schedule meetings, prepare materials, and track action items
• Update electronic monitors and monthly meeting postings
• Initiate, track, and close action requests
• Review approved reports to identify required refresher training
• Update org charts and delegation of authority documentation
• Write work requests and IT service requests as needed
• Schedule interviews and complete interview paperwork
• Complete new hire, employee change, and visitor paperwork
• Process required administrative forms and records

Required Qualifications

• Bachelor’s degree in a business, technical, or science-related field and at least 4 years of advanced administrative or technical experience

OR

• Associate’s degree in a business, technical, or science-related field and at least 7 years of advanced administrative or technical experience

OR

• High school diploma or GED and at least 7 years of progressive administrative or technical experience in a highly technical work environment

Required Experience

• Experience in scheduling, workforce coordination, administrative support, technical support, maintenance support, operations support, or a similar highly structured role
• Experience managing multiple schedules, calendars, priorities, reports, and administrative deadlines
• Experience supporting technical teams, craft teams, maintenance teams, field teams, or operations teams
• Experience tracking workforce availability, training, travel, time entry, schedule changes, or labor-related data
• Experience working in a high-pressure environment with tight deadlines and a heavy workload
• Experience handling sensitive and confidential information with discretion
• Experience communicating schedule issues, compliance concerns, workforce constraints, or administrative issues to management

Preferred Experience

• Commercial nuclear experience
• DOE nuclear or highly regulated industrial experience
• Experience with eSOMS or similar scheduling, workforce management, or compliance tracking systems
• Experience supporting fatigue management processes
• Experience supporting union workforce scheduling
• Experience applying collective bargaining agreement rules, labor agreements, or scheduling-related policies
• Experience managing overtime callouts, rotation schedules, shift swaps, and work hour changes
• Experience supporting refueling outages, forced outages, turnarounds, shutdowns, or other high-volume maintenance events
• Experience supporting maintenance departments or multi-craft technical organizations
• Experience with administrative procedures, records, reporting, and standard office equipment
• Experience with Energy Northwest software or similar systems, including:
• eSOMS
• Portal J
• Passport
• PQD
• Crystal
• Word
• Excel
• Plateau
• PeopleSoft
• Outlook
• InsideEN
• Two years of nuclear environment experience with exposure to collective bargaining agreements

Required Skills

• Strong scheduling coordination skills
• Strong administrative and technical support skills
• Strong written communication skills
• Strong verbal communication skills
• Strong Microsoft Office Suite proficiency
• Strong Excel skills
• Strong organizational skills
• Strong attention to detail
• Strong follow-through
• Ability to manage multiple competing priorities
• Ability to work independently with minimal supervision
• Ability to work effectively as part of a team
• Ability to think and plan strategically
• Ability to make independent decisions and propose actions to management
• Ability to support complex processes and highly regulated work environments
• Ability to handle sensitive and confidential information professionally
• Ability to adhere to station standards, procedures, and core values
• Ability to maintain accuracy under pressure
• Ability to communicate clearly with managers, supervisors, craft personnel, and cross-functional support teams
• Working knowledge of spelling, grammar, punctuation, administrative procedures, and standard office equipment

Work Environment

• Onsite role in a commercial nuclear facility
• Highly regulated, procedure-driven, and compliance-focused environment
• Maintenance department support setting
• Fast-paced workload with frequent schedule changes, shifting priorities, and time-sensitive administrative requirements
• May require outage support, including nights, weekends, and holiday coverage
• Regular interaction with:
• Maintenance managers
• Maintenance supervisors
• Craft personnel
• Bargaining unit personnel
• Training teams
• Payroll teams
• Access Authorization
• Records
• Travel coordinators
• Administrative support teams
• Other Maintenance component groups

Important Role Clarification

• This is not a field maintenance supervisor role
• This is not a hands-on craft role
• This is not a maintenance planner role focused on building work packages
• This is not a project scheduler role focused on Primavera P6 project schedules
• This role is focused on workforce schedule administration, eSOMS scheduling support, fatigue management tracking, union overtime and shift coordination, outage administrative support, time entry support, reporting, and maintenance department administrative coordination

Benefits

• Eligible to apply for benefits after 30 days
• Benefits include:
• Health care
• Dental
• Vision
• Life insurance
• Short-term disability
• Long-term disability
• 401k eligibility begins after 1 year

Paid Sick Leave

• Washington state provides paid sick leave, which can be used similarly to PTO
• Employees accrue a minimum of 1 hour of paid sick leave for every 40 hours worked
• Based on a 4x10 schedule, employees work approximately 40 hours per week
• This equals approximately 52 hours of paid sick leave per year
• Based on 10-hour workdays, this equals approximately 5.2 paid sick days per year
• Carryover is allowed per Washington state guidelines