University Facilities Stores Manager

Req #: 237110Department: UW FACILITIES: MAINTENANCE & CONSTRUCTIONAppointing Department Web Address: https://facilities.uw.edu/Posting Date: 07/25/2024Closing Info:

Open Until FilledSalary: $8,800 - $10,300 per monthShift: First ShiftNotes:

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119a11y.pdf)This position is posted Open until Filled, however, to ensure consideration, please apply by August 11.As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.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 UW Facilities web page for more information: UW Facilities .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 University Facilities Stores Manager .Under the administrative direction of the Assistant Director for Materials Management, the UW Facilities (UWF) Stores Manager is responsible for managing operations and strategic planning for the UWF Stores program and is accountable for program results. The UWF Stores Manager is responsible for workplace safety and compliance and for planning, organizing, controlling, evaluating, and directing the inventory management, logistics, and order processing activities of the Stores program. The UWF Stores manager is responsible for the personnel management of 15 program staff including the direct supervision of one Assistant Manager, one Program Support Supervisor, and one Inventory Analyst.This position is responsible for a $1.4M annual operations budget, a $2.2M annual inventory budget, and $1.3M of materials inventory in three physical warehouse store locations on the UW Seattle campus. The UWF Stores Manager has oversight over the issuance of 8,000 purchase orders totaling over $20M in spend annually and ensures buying activities are in alignment with established processes, policies, and legal and statutory requirements and internal controls are maintained.The UWF Stores Manager has significant authority in establishing policy and standard operating procedures to ensure that the daily duties of all work groups are accomplished in keeping with organizational strategy and department/institutional policy. The Stores Manager must be able to interpret, educate, and apply federal, State, and University regulations in conjunction with daily activities. The Stores Manager must understand collective bargaining agreements and be able to cooperate with union representatives.The Stores Manager is a key participant in the Materials Management Leadership team, ensuring that strategy and operations are coordinated among the departments’ varied programs and services. The Stores Manager is accountable for providing excellent customer service to the internal customers of the UWF Stores program.Primary Duties and Responsibilities Compliance and Collaboration 25% Interpret, advise, administer, and ensure compliance with Federal, State, University and departmental policies and procedures, WACs and RCWs with regard to the purchase and payables of goods and services. Develop and oversee the standard operating and compliance practices for purchases above and below the University of Washington’s “direct buy limit” and resolve complicated procurement issues.

Collaborate with UW Facilities Procurement & Business Equity & Diversity, UW Procurement, and UW Facilities operations units on procuring goods and services. Recommend appropriate procurement practices and advise alternatives as necessary. Advise customers and staff regarding the best logistics, sourcing, and methods for the purchase of materials, equipment, and services.

Collaborate with Accounts Payable staff in vendor invoice reconciliation.

Ensure compliance with federal, state, University and department policies and procedures, WACs and RCWs, and documentation requirements associated with refrigerants which includes purchase, receipt, issuance, handling, transportation, record keeping, and end of life recycling.

Manage implementation of legislative and/or regulatory changes that impact daily operations.

Collaborate with UW Facilities Business Innovation and Technology – recommend and implement updates to the organization’s work management system; oversee and execute requested system testing.Inventory/Resource Management 30% Manage inventory at three warehouses consisting of approximately 9,400 inventory bins with approximately 7,400 different parts and valued at approximately $1.3M.

Oversee daily, weekly, and annual audits of all three UW Facilities Stores locations; oversee annual audit of refrigerant gas; and oversee annual audit of shop inventory warehouses. Review inventory discrepancies and report on metrics to reduce inventory discrepancies in all three UW Facilities Stores locations.

Oversee inventory tracking with regard to the volume, use, placement, and availability of stock on hand and ensure stock on hand match the inventory management system. Reconcile, report on, and act on recommendations regarding stock levels. Manage identifying the causes for and the prevention of inventory shrinkage to minimize losses and ensure stock is issued correctly.

Manage ongoing inventory process improvements. Evaluate inventory turn rates; review and evaluate inventory min/max levels in all three Stores warehouses.

Review, audit, prepare statistical reports and advise Assistant Director on the effectiveness and efficiency of inventory management, stock ordering, proper inventory minimums and maximums, and customer and material delivery services.

Conduct ongoing analysis of UW Facilities Stores spend with diverse business. Ensure diverse business information and diverse spend metrics are up to date and reported accurately.

Ensure that resources are deployed consistent with organizational strategy and plans.

Provide feedback and leadership in securing resources to ensure successful operations.

Research and provide information to support budgetary requests and department expenditures. Monitor program expenditures and approve transactions in Workday Finance.Personnel Management 15% Provide first-line supervision to Assistant Operations Manager, Inventory Analyst, and Program Support Supervisor II assigned to the University Facilities Stores program.

Hire, evaluate performance, assign and review work, recommend corrective action, and act upon leave requests for two (2 FTE) professional staff and one (1 FTE) classified staff.

Develop job descriptions, performance evaluation criteria, and conduct/oversee annual performance evaluations.

Ensure the presence and participation of staff in professional development programs and required compliance/safety training.

Participate in and resolve employee grievances both formal and informal.

Oversee direct reports’ work in hiring, staff development, work allocation, and performance management of 12 FTE regular classified staff.Safety 5% Oversee and ensure compliance with OSHA-WISHA and University based safety policies and practices.

Investigate workplace accidents/incidents, vehicle accidents, and ensure adherence to safety standards and safe workplace practices.

Actively promote and monitor work area safety.

Account for staff safety training with initial safety orientation and ensure additional required safety training is current and complete. Plan, coordinate, and implement new training as required.

Oversee the maintenance and performance of equipment and vehicles utilized by Facilities Stores staff.

Manage Stores’ facilities to ensure effective, efficient, and safe operations. Monitor work areas for cleanliness and safety.

Implement changes and improvements as needed.Customer Service 10% Engage business partners/customers in the development, implementation, and nurturance of a culture of service excellence.

Utilize lean tools (visual management, goal setting, and gap analysis) to make customer and staff driven improvements.

Handle escalated customer service and vendor problems and participate in ongoing outreach to customers in order to proactively plan for success.

Investigate and assist in resolving one-time or chronic service failures.

Regularly represent University Facilities Stores to internal stakeholders and external vendors. Represent the organization to internal and external peers and partners.Vendor/Supplier/Contract Management 10% Oversee vendor contract terms to ensure that the necessary products are included on the associated master contracts. Recommend appropriate procurement practices and develop alternative practices as necessary. Assist with product evaluations and provide contract award recommendations. Participate in contract planning sessions, accumulate and evaluate contract information for bid development and analysis. Monitor vendor performance and ensure contract compliance.

Monitor vendor services for quality, consistency, and cost effectiveness.

Report on effectiveness and efficiency of contracted services as needed.Project Management 5% Manage one or more major projects at any given time including projects of departmental or divisional significance in addition to workgroup initiatives.

Set goals, establish times, allocate work, monitor process, take remedial action if needed and celebrate project/team successes.Core Competencies 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 professionalism, which includes being tactful and courteous.

Exhibit a professional work ethic.

Continuously promote a safe work environment.Requirements include: Bachelor's degree

6 years of experience working in governmental, higher education, or large corporation logistics management program and daily administrative operations to include personnel management/supervision

Critical thinking and problem-solving skills; capable of analyzing complex information, and ability to define problems and contribute to potential solutions.

Able to maintain and model composure in a fast-paced, dynamic customer service driven environment.

Flexibility to meet changing business/customer needs.

Excellent organizational, oral, written, and interpersonal communications skills.

Demonstrated ability to develop and interpret policies and procedures.

Ability to work independently and successfully coordinate multiple tasks within project priorities.

Proficiency with standard software included with Microsoft Office Suite or equivalent.

Possession of a valid Washington State driver’s license.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.Desired: Earned bachelor’s degree and/or advanced degree

Experience with creating and producing metrics associated with business operations and reports

Experience leading team members within a process improvement environment

Experience working with complex regulations

Experience working cooperatively with union representatives

Intermediate Excel Skills (e.g. VLOOKUP, pivot tables) or ability to quickly develop these skills

Experience developing and managing contracts.

Three years' experience in the use of integrated workplace management software including detailed knowledge of overall system functionality.Conditions of Employment: While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends.

Work is normally performed in an interior warehouse environment and an interior office environment.

Program management may include outdoor work with exposure to the elements and variable weather conditions.

Must be able to work in a non-smoking environment.

Regular and predictable attendance is required.Application Process:You will be asked to submit a cover letter AND your response (in a separate “Cover Letter Assessment” to the following (limited to 7900 characters):“We would like to know more about your experience with diversity, race and equity, and social justice. Please tell us about your experience engaging and working with diverse communities – particularly in the context of your professional, volunteer, or civic work. Please also address efforts you have made or been involved with to foster diversity competence and understanding.” The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.