Facilities Management: Inventory Control Coordinator

POSITION: A full-time university staff position is available in Facilities. The working and official title for this assignment is Inventory Control Coordinator. The Inventory Control Coordinator is one of three staff members to manage and control the Central Receiving Operation. This position is responsible for Materials Management, Supply Store, Receiving, and the Material Store. Employee must be organized and lead a robust student workforce. This person must provide a consistent and high level of customer service. Work will be performed under general supervision of the Facilities Business manager/Analyst. This is an expected-to-continue assignment which requires a six-month probationary period. The expected hourly hiring salary will be based on qualifications and experience.

MINIMUMQUALIFICATIONS:

• Customer service experience.
• Experience in Inventory Control.
• Excellent written and verbal communication.
• Ability to grasp, lift and/or carry or otherwise move supplies and equipment up to 50 pounds occasionally.
• Possession of a valid driver's license to drive University vehicles.
• Basic knowledge of Microsoft Office products, email, internet, and data entry on multiple databases.

PREFERRED QUALIFICATIONS:

• Certified forklift operator.
• At least 1 year of experience in a Supervisory role.
• Advanced knowledge in materials management systems and inventory control techniques.
• Advanced knowledge of Microsoft Office products, email, internet, and data entry on multiple databases; knowledge of TMA computerized maintenance management system is helpful.

DUTIES: 

Assist in all Materials Management Duties

Receiving of all Work Order Specific and Inventory Parts

• Act as first point of contact for all delivery of Facilities Management parts by outside vendors.
• Properly process receipt of parts into a Computerized Maintenance Management System (CMMS) i.e., TMA.
• Verify items for accuracy against packing slip and purchase order.
• Assist technicians with status of part requests and delivery dates.
• Coordinate the delivery of received shop supplies to shops (i.e., plumbing, electrical, paint, etc.) and place supplies in requested locations.
• Organize the delivery of parts and supplies to work order locations if requested.
• Work directly with shop technicians and Supervisors to resolve any discrepancies.
• Responsible for maintaining Documented SOP¿s relating to the Material Store and part handling.
• Act as Data Custodian in a Computerized Maintenance Management System i.e., TMA. Maintain accurate and up to date part records.

Manage Supply Store

• Process Supply Store purchase requisitions.
• Process incoming stock for the Supply Store.
• Maintain an accurate Supply Store inventory.
• Preserve security, safety, and cleanliness of warehouse, receiving area and dock area.

Receiving of all Freight for University of Wisconsin Eau Claire

• Receive and process all freight shipments.
• Become knowledgeable in Package Tracking Software.
• Check all shipments for concealed damage and correctness.
• Determine proper intended department and arrange for delivery.
• Receive and properly store materials of a hazardous nature to provide a safe work area.
• Unload freight shipments using forklift and pallet jacks.
• Responsible for delivery of freight and large stores palletized orders using forklift.
• Attend and pass forklift certification training as required by OSHA.
• Work directly with customers to resolve any discrepancies.

Perform Daily Material Store Duties

• Maintain the layout of aisles/bins and/or shelving in the Material Store. Clearly label all bin locations.
• Determine minimum and maximum levels for Material Store stock items.
• Perform annual or cycle counts throughout the year to ensure accuracy of MRO physical inventory in accordance with UW System Administrative Policy 323
• Investigate and adjust any discrepancies.
• Ensure each item is properly labeled with a barcode sticker.
• Develop inventory reports to guide adjustment of stock levels.
• Rotate existing stock using the FIFO method.
• Work directly with purchasing to process items for return.
• Assign work to student assistants to maintain a high level of productivity.

Student Employee Supervision

• Supervise students primarily working within receiving and inventory.
• Analyze and determine necessary student staffing levels.
• Develop and implement onboarding and training programs.
• Ensure student staff follow the University's policies and procedures, abiding by safety guidelines, and maintaining professionalism and excellent customer service.
• Delegate tasks to student workers and ensure the completion of projects
• In addition to the supervision of daily operations, recruit and retain student staffing, approve timesheets for payroll, make corrections for timesheets as needed, address performance issues, and manage staffing schedule.
• Create student development process to deliver feedback, connect to classroom experiences and foster mentorship relationships to provide a positive impact on retention and overall UWEC experience.

Provide Backup for Surplus Store and Mailroom

• Receive Surplus items from other campus departments.
• Assist surplus customers with item pick up.
• Assist campus staff with reclaim of Surplus items for department use.
• Help manage warehouse/mailroom student employees.
• Request funding for Pitney Bowes machine.
• Provide customer service with Mailroom questions and concerns.
• Back up to mail pick-up.

Miscellaneous

• Assist in all associated duties to keep Facilities Management running smoothly.
• Backup other personnel when needed.
• Process and pick up outgoing package shipments.
• Mail outgoing package shipments via UPS/SpeeDee.
• Charge department accounts from outgoing packages.
• Mail state bids.
• Open/close warehouse/mailroom areas.
• Oversee locking up of delivery vehicles and bring vehicles inside during extreme cold temperatures.
• Determine time and quantity for ordering supplies for Supply Store orders.
• Create purchase requests for filter orders.
• Process filter requests and coordinate filter deliveries.
• Manage PPE Inventory and coordinate with Risk Management about usage.
• Act as a backup for approving student time sheets.
• Other duties as assigned by supervisor

THE UNIT: Facilities Management is the division of UW-Eau Claire responsible for the operation and maintenance of 28 major buildings, 177 acres of developed land, and 186 acres of undeveloped land. Facilities Management is made up of several different sub-units including Material and Supply Store, Surplus Store, Mail Services, Grounds Maintenance, Building Trades Shops (Carpentry, Controls, Electrical, Lock, Mechanical, Paint, Plumbing), Capital Equipment Inventory, Custodial Services, Heating Plant, and Vehicle Maintenance Shop.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/human- resources/employment-opportunities/why-uwec/ .

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Website: https://www.uwec.edu/human-resources/employment-opportunities/. You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login." Click the link to the Facilities: Inventory Control Coordinator position (Job ID #20898) and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached and all required fields are completed. Please be sure you have included the following in PDF format:

• Letter of application
• Resume
• Names and contact information for three references

Please direct requests for additional information to: allenjen@uwec.edu

To ensure consideration, completed applications must be received by June 12, 2024. However, screening may continue until position is filled.

The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer.