Work Planning Manager

Are you a results-driven Project Manager who thrives on leading teams to success? We’re looking for a dynamic professional to drive the planning, execution, and support of our product installations. In this role, you’ll be the driving force behind meeting project deadlines, optimizing service processes, and ensuring seamless commissioning. If you have a passion for organization, leadership, and continuous improvement – along with excellent documentation skills – we want to hear from you!

SUMMARY OF POSITION:

The Work Planning Manager is a critical driving force behind the success of the Customer Solutions team in the installation, commissioning, and support of Proton Therapy Systems and Radiation Effects Testing Systems. This role bridges the gap between Research & Development, Field Installation, Field Service, and Maintenance & Service, ensuring seamless execution of complex technical work.

JOB RESPONSIBILITIES:

• Project Support

• Assist in developing and maintaining the overall project schedule, ensuring deadlines and milestones are met and communicated.
• Coordinate project phases and identify potential scheduling conflicts, making adjustments as necessary.
• Track the project payment schedule, ensuring timely invoicing and payment collection.
• Coordinate with accounting and finance to manage project-related financial activities.
• Schedule and prepare agendas for project meetings, ensuring key stakeholders are informed and present.
• Document and distribute meeting minutes, capturing action items and follow-ups to ensure accountability.2
• Manage and process procedural requests, such as project approvals, change orders, and client inquires.
• Ensure all requests adhere to project guidelines and standards.
• Maintain up-to-date project documentation, including contracts, permits, reports, and communications.
• Establish and organize digital and physical project records, ensuring easy retrieval and compliance with company standards.
• Track and report on key performance indicators (KPIs) to measure project progress and performance.
• Collaborate with team members to gather data and generate reports for project stakeholders.

• 
  Product Support
  • Ensure project planning efforts for documentation, product upgrades and updates, and spare parts align with department infrastructure to serve the product line’s install base.
  • Drives resolution of CABs through appropriate departments on behalf of Customer Solutions team.
  • Actively lead or participate in cross-functional team efforts to provide service support throughout the product lifecycle.
  • Engage engineering, software, and physics groups to identify ways to improve or simplify service processes.
  • Work directly with project stakeholders to gather content for service documentation and to identify future service work.
  • Liaise with vendors and other departments to ensure teams receive technical support and guidance in the diagnosis and resolution of service issues for the product line’s install base.
  • Identify and make recommendations for process and tool improvements that increase the efficiency and productivity of the Customer Solutions teams.
  • Explore ways to reduce service costs in the field over a system’s lifecycle.
  • Manage system updates planning, distribution, and tracking for completion and effectiveness.
  • Audit team ability to perform work based on documented training, skill sets, tooling, and parts.

JOB SPECIFICATIONS:

Education/Experience/Skills

• Bachelor’s degree from college, technical school, or university in an Electrical/Mechanical Engineering discipline preferred; or 2-3 years of related experience; or equivalent combination of education and experience
• Electrical and Mechanical skills and ability to troubleshoot complex systems, including power distribution, power supplies, controllers, chilled water distribution and other Electrical/Mechanical equipment.
• Previous experience installing and/or servicing complex medical devices preferred.
• Previous experience maintaining high voltage and high current power supplies and circuits preferred.
• Proficiency in project management software (e.g., MS Project, Asana, or similar) and MS Office Suite (Excel, Word, PowerPoint).
• Strong written and oral communication skills.
• Knowledge of FDA and ISO Quality System Regulations for Medical Devices preferred.
• Ability to read and understand engineering drawings.
• Excellent documentation skills and proven background with data collection, daily logs of system testing, system failures, and repair procedures preferred
• Excellent presentation skills and ability to clearly convey complex topics to a diverse audience including senior management preferred.

Work Environment / Travel

• Strict adherence to safety rules and regulations at all times including following SOPs, wearing safety glasses, ear plugs, steel-toed shoes and full body safety harnesses.
• Occasionally working in a high magnetic field (Individuals with pacemakers, auto defibrillators or similar implanted devices are physically disqualified from this position.)
• Working in building construction and clinical environments
• Occasionally working in high radiation fields
• Working in a high tempo stressful environment
• Physical activities including standing, walking, sitting and lifting.
• Candidate must be able to work independently with minimal supervision.
• May be required to work extended hours during the day or night
• Required to Travel 5 – 10% annually

ACCOUNTABILITIES:

• Customer satisfaction
• On-time schedule completion of work
• Meeting uptime goals
• Collaboration with teammates and related departments