FACILITIES SERVICES
Job Description
Finance & Business Services
Program Coordinator
Job Code: 7256 – Contract Classified
Program Coordinator Surplus
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:
Under the direction of the Moving and Surplus Manager, coordinate the operations of the Surplus Property program.
Serve as the primary contact for the surplus property program. Advise UW faculty and staff, government agencies, nonprofit organizations, and the general public regarding the policies and procedures for disposal and acquisition of surplus
property, suggest alternative when appropriate and ensure compliance with University policies and procedures, WACs,
and RCWs with regard to the disposal and acquisition of state surplus property. Advise UW faculty and staff on the special
handling policies and procedures for laboratory equipment.
Duties and Responsibilities:
 Receive, review, and process Surplus Property request forms
 Review forms to ensure compliance with University rules and regulations
 Advise faculty and staff regarding the status of pending disposal request forms
 Promote the Surplus Property sales activities
 Update and maintain the Surplus Property website, including posting of public store, sealed bid, catalog, and
online sales, posting of public auction catalog with corresponding digital pictures
 Prepare advertisements and flyers
 Distribute broadcast email messages notifying clients of upcoming sales
 Under general supervision, conduct special surplus property sales
 Compose bid solicitation letters, compile sale catalogs, and/or compose online sale materials
 Copy, collate, and distribute bid sale documents
 Research markets, identify potential bidders, and compose and submit advertisements
 Prepare bid summary forms and sales contracts or sales receipt forms
 Receive and process sale revenue and prepare sale reports
 Maintain sale file, sort and file documents
 Maintain and update mailing lists and prepare mailing labels
 Under general supervision, independently prepare on-site public auctions; reserve room; arrange moving
services; and coordinate auction listing and services with Proxibid
 Compose and prepare flyers, notices, and advertisements
 Edit and compile auction catalog and compose catalog cover and introduction pages
 Prepare auction forms, auction reports, receive, process, and reconcile sale revenue, and prepare cash deposit
 Maintain sale file, sort and file documents
 Maintain and update mailing lists and electronically transfer mailing lists to Creative Communications
 Prepare PowerPoint presentation for public auctions
 Compose and prepare public store flyers, notices, and advertisements
 Prepare and distribute cashier drawers
 Receive, process, and reconcile sales revenue, and prepare cash deposit
 Sort and file sale documents
 Setup and maintain Access database of Surplus Property buyers, including auction email distribution list, nonprofit organizations, government agencies, and buyers of specialized property
 Prepare and process surplus sales receipts
 Receive, process, and deposit sale revenue
 Reconcile cash sales reports with sales revenue
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Reconcile sales receipts and credit card reports
Maintain credit card sales log
Review and reconcile surplus disposal request forms, surplus sales forms, and pickup/delivery reports
Monitor Surplus Property program activities
Make policy and procedure recommendations to Program Operations Manager to promote program
improvements
Research and recommend equipment purchases to Manager
Prepare Surplus Property reports as follows: activity, monthly, and billing
Prepare inventory and disposal reports and other special reports as needed
Prepare outside invoice forms
Prepare journal vouchers reimbursing surplusing departments for the sale of property
Provide coverage for Moving Services Program Coordinator during planned and unplanned absences including:
o Advise UW faculty and staff regarding the policies and procedures of the Moving Services program
o Receive, review, process, and schedule moving services requests
o Prepare daily work assignments for moving crews
o Prepare comprehensive daily work schedule
o Review completed work assignments and reconcile with daily assignment schedule
o Dispatch work requests to contracted vendor
Provide general clerical support to the Moving and Surplus administrative office functions; assist with special
projects as assigned
Provide administrative support to the Assistant Director
Prepare general correspondence, maintaining confidentiality as needed
Maintain management and general departmental files
Schedule meetings as assigned, making room reservations as needed
Assist with special projects
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/experience
 Excellent oral and written communications skills
 Excellent customer service skills
 Experience with word processing, spreadsheets, and databases
 Experience with desk top publishing software and web page development
 Experience with multi-line phone, preferably in a high volume environment
 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
Desirable Skills, Experience and Knowledge:
 Experience working in governmental, higher education, or large corporation surplus property program
 Experience scheduling and dispatching
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Conditions of Employment:
 Required to work Surplus Property public auctions, usually held on Saturdays, 6-8 times per year
 Valid driver’s license recognized by the State of Washington
 A satisfactory outcome from a criminal background verification will be required prior to hire
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