Program Coordinator, Facilities Stores Procurement

Job Description

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: (Use the "Apply for this Job" box below)..

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.

Under the direction of the Program Support Supervisor, coordinate materials management procurement and order processing.

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 Pro Card 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…