FACILITIES SERVICES
Job Description
Finance & Business Services
Program Coordinator
Job Code: 7256 – Contract Classified
Program Coordinator Stores Procurement
Department Introduction:
FABS consists of FS Finance which manages and oversees financial resources and provides business expertise to
enable Facilities Services to achieve its mission and goals; Moving & Surplus, which coordinates the collection and sale of
surplus equipment and materials; Stores, which procures and dispenses the inventory needed for FS to maintain the UW
campus, and FS Technology Services, which administers information systems in support of Facilities Services’ mission.
Job Purpose:
The focus of this program is to order materials in the provision of supplies and logistical support for departments within
Facilities Services: Maintenance & Alterations; Campus Engineering and Operations; Building Services, and
Transportation Services. This position is under the direction of a Program Support Supervisor and is a key representative
within the Facilities Services for a wide range of procurement and materials management support services.
Duties and Responsibilities:
 The Program Coordinator is responsible for sourcing, placing, approving, and monitoring orders
 The Program Coordinator utilizes a variety of procurement / materials management purchasing software systems
available within Facilities Services: AiM, FS Works, eProcurement, UW PAS and ProCard
 Understand and follow the state of Washington, the University of Washington and Facilities Services policies,
regulations, and procedures relating to the purchasing of goods and services as a part of Facilities Services
Stores program support
 The Program Coordinator is responsible for providing procurement support, information, excellent customer
service to all Facilities Services staff
 Exercise independent and sound judgment in interpreting and applying rules and regulations
 Work closely with vendors that provide goods and services to operational areas within Facilities Services, and a
wide variety of University process partners involved in achieving FS Stores’ goals
 Perform duties related to purchasing and materials management functions that include replenishing stocked items
 Responsible for inventory management of items assigned which includes: setting inventory levels; adding new
items to inventory; monitoring inventory levels for changes in demand; maintaining Material Safety Data
 Sheets (MSDS); and other regulatory reports as required
 Review and approve orders submitted for various commodity items that have restricted or controlled protocols
 Communicate with ordering departments regarding policies and procedures relating to ordering controlled items
 Resolve order denials for controlled items with clients according to department and University policies and
procedures
 Communicate requests for quotes and purchase order information to vendors using a variety of ordering methods:
on-line, email, phone, or fax, to ensure timely processing of orders
 Act as a focal point with users regarding new products, product changes, usage changes, product evaluations,
and price changes
 When necessary, order materials from varied sources in order to satisfy client requirements
 Update operating systems utilized to complete purchases and the issuing of materials
 Ensure accuracy and completeness of information
 Initiate follow-up action with vendors on delinquent orders to expedite delivery
 Coordinate resolution of billing and product quality issues with accounts payable, vendors and other interested
parties
 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 systems
 Coordinate the return of materials (defective, client returns, order errors, product
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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 procurement operating systems
Provide a high level of support to clients, vendors, and process partners
Respond to client questions and concerns received, in a timely manner
Assist clients in identifying appropriate materials to support their operational needs
Provide information to clients, vendors, process partners, and Facilities Services operational staff on a routine and
as needed bases
Information includes: commodity information, product availability, and questions concerning ordering procedures
and processes, order status, pricing, product and billing resolution
Perform data entry duties such as data retrieval and data modification and entering numeric or alphabetical data
and keep pace with work load demands
Provide reports and correspondence utilizing word processing, statistical, spreadsheets, and/or data base
software
Provide back up support to staff in other areas of the department and perform related duties as required; FS
Stores operates from three campus locations
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
Participate in organizational, division, unit, and work group programs: Balance Scorecard, Lean Process
Improvement, and other business practices in an effort to improve workplace practices and processes in order to
add value to the services provided
Assist with special projects as assigned
Maintain electronic and paper filing systems as per program and University requirements
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
Regular and predictable attendance is required
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 professional demeanor, which includes being tactful and courteous
 Exhibit a professional work ethic
 Continuously promote a safe work environment
Required Skills, Experience and Knowledge:
 High school graduation or equivalent AND two years of experience in the program specialty OR equivalent
education and experience
 Excellent oral and written communication 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
 High school graduation or equivalent AND two years of experience in the program specialty OR equivalent
education/experience
 Have knowledge and understand of safe work practices and policies
 Must be able to wear all proper Personal Protective Equipment (PPE) as required
 Must be able to follow written and/or verbal instructions and communicate in English regarding the use of
chemicals, supplies, and equipment; comply with safety policies and procedures
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Desirable Skills, Experience and Knowledge:
 Experience in procurement and inventory systems
Conditions of Employment:
 Ability to lift up to 50 pounds unassisted and ability to lift 50-100 pounds with assistance
 Valid Washington State Driver’s License
 Ability to work in a smoke free environment
 A satisfactory outcome from a criminal background verification will be required prior to hire
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