Materials, Acquisition, and Distribution Manager

University of Colorado•Colorado Springs, CO

2d•Onsite

About The Position

The University of Colorado Colorado Springs (UCCS) is seeking a Materials, Acquisitions & Distribution (MAD) Manager to oversee the daily operations of the university's materials management, warehouse, inventory, distribution, procurement support, surplus property, mail services, and logistics functions. This role involves leading a team responsible for the acquisition, receiving, storage, tracking, distribution, and disposition of materials, equipment, supplies, and assets to ensure efficient campus operations. The MAD Manager will manage campus-wide warehouse and distribution operations, inventory and asset management, surplus property and auction liquidation, mailroom services, furniture redistribution, office relocations, e-waste disposal, and event logistics support. Collaboration with various university departments, stakeholders, and external vendors is key to ensuring the timely availability of necessary resources. The position works closely with CU System Procurement Services to facilitate efficient purchasing, maintain compliance with university policies, and promote responsible resource stewardship. The MAD Manager provides leadership for departmental staff and daily operations, including work planning, process development, inventory management, budget monitoring, and customer support. They will establish operational priorities, coordinate service delivery, and identify opportunities for efficiency and customer satisfaction improvements. The role involves developing and implementing operational procedures, service standards, inventory controls, and performance metrics for continuous improvement. A significant part of the role includes leading the implementation and optimization of inventory and warehouse management within the TMA Computerized Maintenance Management System (CMMS). As a member of the Facilities Services leadership team, the MAD Manager contributes to operational planning, budget oversight, performance reporting, and decision-making, and will serve as essential personnel during campus emergencies.

Requirements

Possess an Associate’s degree from an accredited institution of higher education. Year-for-year experience will be considered as a substitution for the degree. A combination of professional experience, education, and certifications that demonstrates equivalent knowledge, skills, and abilities may also be considered.
Must possess and maintain a valid State of Colorado driver’s license.

Nice To Haves

Experience coordinating purchasing, receiving, inventory, warehouse, mailroom, or distribution operations is preferred.
Experience working in facilities management, higher education, government, maintenance operations, construction support, or a related environment is highly desired.
Experience using inventory management systems, CMMS platforms, ERP systems, or related software applications is desired.
Experience tracking inventory, assets, supplies, equipment, or warehouse stock levels is preferred.
Experience coordinating vendors, suppliers, contractors, or service providers is desired.
Experience analyzing operational data and preparing reports is preferred.
Experience developing procedures or improving business processes is preferred.
Lead worker, project coordination, crew leader, trainer, or informal supervisory experience preferred.
Experience supporting customer service operations and working with multiple stakeholders is highly desired.

Responsibilities

Supervise and lead the Materials, Acquisitions & Distribution (MAD) team, including work planning, staffing, performance management, training, employee development, and daily operational oversight.
Establish departmental priorities, assign and monitor workloads, develop procedures and service standards, ensure compliance with university policies and safety requirements, manage departmental budgets and resources, and foster a culture of customer service, accountability, collaboration, and continuous improvement in support of campus operations and Facilities Services objectives.
Managing campus material procurement, receiving, inventory, storage, and distribution processes working closely with Business & Finance Solutions, Facilities Services operations, Planning, Design, & Construction, CU System Procurement Services, and UCCS stakeholders, and outside vendors.
Coordinate and procure parts, tools, equipment, materials, and operational supplies for Facilities Services departments, including Maintenance, Custodial, Grounds, Projects, and Utilities.
Research product options, obtain quotes, process purchases, maintain supplier relationships, and ensure timely availability of materials to support daily operations, preventive maintenance, and capital projects.
Respond to urgent and emergency purchasing needs by sourcing critical parts and services, expediting deliveries, and coordinating with vendors and department personnel to minimize operational disruptions and maintain continuity of campus services.
Manage the end-to-end materials acquisition and distribution function for the university, including procurement coordination, receiving and inspection of goods, inventory control, warehouse operations, storage management, and campus-wide distribution of materials, equipment, and supplies.
Maintain accurate inventory records, monitor stock levels, coordinate replenishment activities, ensure proper handling and storage of assets, and support departments with timely delivery of operational and project-related materials.
Oversee receiving procedures, surplus inventory utilization, asset tracking, and internal material transfers to maximize efficiency, reduce waste, and support uninterrupted campus operations.
Overseeing surplus property, furniture redistribution, office moves, and equipment transfers across campus.
Coordinating e-waste collection, asset disposition, and regulatory-compliant disposal of university equipment.
Supporting campus events through logistics, furniture delivery, setup, and coordination with Event Services.
Developing procedures, service communications, and ensuring efficient customer service to campus departments.
Managing budgets, vendor relationships, purchasing activities, and operational reporting.
Ensuring compliance with university policies, safety requirements, and asset management standards.
Administer surplus asset liquidation program, including identifying surplus property, coordinating asset disposition, ensuring compliance with university policies, maximizing asset recovery value, and maintaining required sales and inventory records.
Oversee warehouse operations and inventory management, including storage and tracking of overstock materials, surplus assets pending liquidation, departmental property, and campus inventory; ensure organization, accurate records, asset accountability, and efficient distribution to support university operations.
Develop, monitor, and report departmental Key Performance Indicators (KPIs); manage departmental operations and staff performance; attend regular leadership and management meetings; and provide operational updates, metrics, and recommendations to Facilities Services leadership to support informed decision-making.
Lead the implementation, administration, and continuous improvement of the inventory and warehouse management modules in the TMA computerized maintenance management system (CMMS).
Direct system configuration, process development, testing, deployment, and user adoption; establish and maintain inventory management procedures, asset tracking standards, stock controls, warehouse workflows, and data governance practices to support efficient and accountable Facilities Services operations.
Oversee the operation of the university mailroom, including management of incoming and outgoing mail, package receipt and distribution, bulk mail services, postage administration, and delivery logistics.
Ensure timely and accurate processing of campus mail and parcels; maintain compliance with USPS and university policies; manage mailroom equipment, vendor relationships, and service contracts; supervise mailroom staff and workflows; and provide responsive customer service to support the communication and operational needs of university departments.
Serve as designated essential personnel during weather events and campus emergencies, coordinating snow response operations, supporting disaster recovery activities, procuring emergency supplies and services, and ensuring continuity of critical campus operations.