PROGRAM COORDINATOR, Facilities Stores Procurement

University of Washington•Seattle, WA

1d•Hybrid

About The Position

UW Facilities manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. Our teams can be organized into six main groups: Asset Management, Operations, Finance & Administration, Real Estate, Campus Energy, Utilities & Operations, and Business Intelligence & Technology. The three major units include Finance & Administration group which includes finance, human resources, labor relations, payroll and training & organizational development, communications, and Campus Stewardship & Capital Budget. The Asset Management group includes Capital Architecture & Planning, Engineering Services, Project Delivery, and Sustainability. The Operations group includes Maintenance & Construction, Regulated Materials, Building Services Department, Transportation Services and Safety. Visit the UW Facilities web page for more information: https://facilities.uw.edu/. 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, Facilities Stores Procurement. General Description Under the direction of the Program Support Supervisor, coordinate materials management procurement and order processing.

Requirements

High school graduation or equivalent AND two years’ experience in inventory management/materials management/warehouse operations/retail customer service).
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration
Excellent oral and written communication skills
Excellent problem solving and time management skills
Excellent customer service skills
Experience performing data entry duties
Experience with Microsoft Office Suite and internet navigation
Experience with multi-line phone, preferably in a high volume environment
Ability to lift / move up to 50 pounds unassisted and ability to lift / move 50-100 pounds with assistance.
Ability to work in a smoke free environment.
Regular and predictable attendance is required.

Nice To Haves

Experience with Balanced Scorecard and/or Lean, or other similar systems, in a multi-functional operational environment.
Two years’ experience in the use of integrated workplace management software including detailed knowledge of overall system functionality.

Responsibilities

Serve as a primary contact for the UW Facilities Stores procurement and order processing functions.
Advise UW Facilities staff and vendors on University of Washington and UW Facilities policies, regulations, and procedures relating to the purchasing of goods and services and ensure compliance.
Exercise independent and sound judgment in interpreting and applying rules and regulations.
Respond to client questions and concerns in a timely manner.
Assist clients in identifying appropriate materials and vendors to support their operational needs.
Finalize, place, and monitor orders for materials, tools, equipment, and service as requested by staff within operational areas of UW Facilities.
When necessary, order materials from varied sources in order to satisfy client requirements and/or organizational strategic objectives.
Work closely with vendors that provide goods and services to operational areas within UW Facilities.
Communicate requests for quotes and purchase order information with clients and vendors using a variety of ordering methods: on-line, email, phone, or fax, to ensure timely processing of orders.
Initiate follow-up action with vendors on delinquent orders to expedite delivery.
Coordinate the return of materials (defective, client returns, order errors, product recalls) to vendors. This includes researching original data and document sources with ordering departments, vendors, and internal operational groups.
As required, update material orders and purchase order information within integrated workplace management software.
Coordinate resolution of billing and product quality issues with accounts payable, vendors, and other interested parties.
Utilize a variety of procurement / materials management purchasing software systems available within UW Facilities: AiM, FS Works, Ariba, UW PAS and ProCard and vendor sites: Veritiv, etc.
Update operating systems utilized to complete placement of orders and the issuing of materials. Ensure accuracy and completeness of information.
Perform data entry duties such as data retrieval and data modification and entering numeric or alphabetical data and keep pace with workload demands.
Provide reports and correspondence utilizing word processing, spreadsheets, and/or data base software.
Participate in organizational, division, unit, and work group programs: Balanced Scorecard, Lean Process Improvement, and other business efforts to improve workplace practices and processes to add value to the services provided.
Provide coverage for other department staff and programs: · Process orders to replenish stocked items. · Set inventory levels; add new items to inventory; monitor inventory levels for changes in demand; maintain Safety Data Sheets (SDS). · Act as a focal point with users regarding new products, product changes, usage changes, product evaluations, and price changes. · Accurately receive, store, pick, pack, stage, and deliver materials if needed. Provide counter service for processing materials issued when they are picked up and /or delivered. · Inspect incoming items and check for condition, quantity, and type against shipping documents. Accurately prepare and process inventory control and material issues transactions. Make full use of inventory control and replenishment system.
Perform additional related duties as required.
Assist with special projects as assigned.
Program Coordinators may be assigned to other 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.
Maintain a neat, orderly, safe work area and participate in workplace safety and job training certification classes required to perform daily duties.
Perform other duties as assigned.