PROGRAM COORDINATOR, Stores Warehouse Operations

University of Washington Medical Center•Seattle, WA

About The Position

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. Please 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, Stores Warehouse Operations. Under the direction of the Facilities Stores Assistant Manager, coordinate materials management support services.

Requirements

High school graduation or equivalent AND two years’ experience in inventory management/materials management/warehouse operations/retail customer service OR equivalent education and experience.
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 move / lift up to 50 pounds unassisted and ability to move / lift 50-100 pounds with assistance.
Substantial footwear is required and must be worn with operating material handling equipment and/or moving materials and must be provided by the employee.
Work requires walking, lifting, bending, and standing for long periods of time.
Ability to work in a smoke free environment.
Regular and predictable attendance is required.
Demonstrate personal integrity and trustworthiness
Manage stressful situations and changing priorities effectively
Anticipate, recognize and resolve problems
Be responsible and accountable
Use organizational skills and provide attention to details
Maintain a positive, optimistic and success-oriented attitude
Exercise professional demeanor, which includes being tactful and courteous
Exhibit a professional work ethic
Continuously promote a safe work environment

Nice To Haves

Experience in procurement and inventory management systems.
Experience with Process Improvement.
Knowledge of building materials.

Responsibilities

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.