PROGRAM COORDINATOR, Stores Warehouse Operations

Program Coordinator, Stores Warehouse Operations

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. UW Facilities manages the University's buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group. Maintenance & Construction (M&C) is responsible for general maintenance, repair, and renovations of all University of Washington (UW) main campus facilities including building interiors, exteriors, and grounds, as well as logistics, moving, and disposal of surplus equipment and furniture.

We have an outstanding opportunity for a Program Coordinator, Stores Warehouse Operations. Under the direction of the Facilities Stores Assistant Manager, coordinate materials management support services.

Job responsibilities include :

• Serve as the primary contact for the UW Facilities Stores operations at stores locations throughout the university.
• Process counter releases and issue stock materials to UW Facilities staff.
• Provide information on products and product availability.
• Interact with clients regarding new products, product changes, usage changes, and product evaluations.
• Advise clients, vendors, and UW Facilities staff on University of Washington and Facilities policies, regulations, and procedures relating to the purchasing of goods and services as a part of Facilities Stores program support.
• Perform data entry duties such as data retrieval and data modification and entering numeric or alphabetical data.
• Keep pace with daily work load demands.
• Provide reports and correspondence utilizing word processing, spreadsheets, and / or database software.
• Source, place, approve, and monitor stock orders.
• Work closely with vendors that provide goods and services to operational areas within UW Facilities.
• When necessary, order inventory from alternate sources to satisfy client requirements.
• Accurately prepare and process inventory control and material transactions using UW Facilities operating systems which include AiM, and Workday.
• Inspect incoming items and check for condition, quantity, and type against shipping documents.
• Utilize inventory control and replenishment systems.
• Perform duties related to purchasing, inventory management, and materials management.
• This includes replenishing stocked items, setting inventory levels, adding new items to inventory, monitoring inventory levels for changes in demand, maintaining Safety Data Sheets (SDS), and other regulatory reports as required.
• Perform daily inventory audits and conduct physical inventories as scheduled and / or directed.
• Determine appropriate storage locations and placement of materials in warehouse.
• Maintain warehouse arrangement to maximize space utilization and accommodate all current and incoming materials.
• Utilize LEAN 5S principles in order to create efficient work areas.
• Assure that materials are appropriately stored, kept in good condition, and handled by following acceptable safety practices.
• Maintain electronic and paper filing systems.
• Maintain an up-to-date working knowledge of warehouse operations which includes receiving, material storage, order processing, order picking and packing, refrigerant issuance, counter service, and logistics support.
• Respond to client questions and concerns in a timely manner.
• Assist clients in identifying appropriate materials to support their operational needs.
• Coordinate the return of materials (defective, order errors, and product recalls) to vendors.
• Research original data and document sources with ordering departments, vendors, and internal operational groups.
• Update material orders and purchase order information.
• Assist with refrigerant operations which include purchasing, receiving, issuing, handling, transporting, regulatory recordkeeping, and end-of-life recycling.
• Administer and ensure compliance with federal, state, and University policies in conjunction with the required documentation associated with refrigerant issuance.
• Safely operate material handling equipment, including forklifts, used within the warehouse and when loading and unloading materials.
• Participate in organizational, division, unit, and work group programs : Balance Scorecard, LEAN Process Improvement, and other business efforts in order to improve workplace practices and processes to add value to the services provided.
• Provide coverage for other department staff and programs.
• Assume higher level duties as assigned.
• Perform additional related duties as required.
• Assist with special projects as assigned.
• Program Coordinators may be assigned to various locations based on staffing levels and operational needs. Assignments to alternate locations may vary in duration and frequency and are designed to maintain expected levels of service to customers located throughout the campus.
• Perform other duties as assigned.

Core competencies :

Minimum qualifications :

Additional qualifications :

Desirable qualifications :

Conditions of employment :

Compensation, benefits and position details :

About the UW :

Working at the University of Washington provides a unique opportunity to change lives on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.