FACILITIES SERVICES
Job Description
Finance & Business Services
Program Coordinator
Job Code: 7256 – Contract Classified
Program Coordinator Warehouse
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 coordinate: procurement, materials management, and provide logistical support to
departments within Facilities Services: Maintenance & Alterations; Campus Engineering and Operations; Building
Services and Transportation Services. This position is under the direction of the Program Operations Manager for
Warehouse Operations and is a key representative within the Facilities Services for a wide range of procurement and
materials management support services. The duties include the coordination of the daily delivery of materials campus
wide.
Duties and Responsibilities:
 The Program Coordinator is responsible for sourcing, placing, approving, and monitoring orders
 Work closely with vendors that provide goods and services to operational areas within Facilities Services
 Accurately prepare and process a variety of inventory control and material transactions using Facilities Services
operating systems which include FS Works, eProcurement, FMAX (AiM), UW PAS, and ProCard
 Inspect incoming items and check for condition, quantity, and type against shipping documents
 Utilize inventory control and replenishment systems
 Process inventory items utilizing barcode equipment to update database
 The Program Coordinator understands University of Washington and Facilities Services policies, regulations, and
procedures relating to the purchasing of goods and services as a part of FS Stores program support
 Provide critical information to clients, vendors, and Facilities Services staff
 Information will include commodity knowledge, product availability, and questions concerning ordering procedures
 Perform data entry duties such as data retrieval and data modification and entering numeric or alphabetical data
 Keep pace with daily work load demands
 Provide reports and correspondence utilizing word processing, spreadsheets, and/or database software
 Maintain a neat, orderly, safe work area and participate in workplace safety and job training certification classes
required to perform daily duties
 Utilize LEAN 5S principles (Sort, Shine, Straighten, Standardize, and Sustain) in order to create efficient work
areas
 Maintain electronic and paper filing systems
 Provide clerical and operational assistance to the Program Operations Manager for Warehouse Operations
 The Program Coordinator is expected to maintain an up-to-date working knowledge of warehouse operations
which includes receiving, material storage, order processing, order picking and packing, refrigerant issuance,
counter service, and logistics support
 Responds to client questions and concerns in a timely manner
 He/she assists clients in identifying appropriate materials to support their operational needs
 Perform duties related to purchasing, inventory management, and materials management
 This includes replenishing stocked items, 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
 Perform physical inventories
 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
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Resolve order denials for controlled items with clients according to department and University policies and
procedures
Interact with clients regarding new products, product changes, usage changes, product evaluations, and price
changes
When necessary, order inventory from alternate sources to satisfy client requirements
Coordinate the return of materials (defective, client returns, order errors, product recalls) to vendors
Research original data and document sources with ordering departments, vendors, and internal operational
groups
Update material orders and purchase order information
Participate in organization wide, division, unit, and work group initiatives such as the Balance Scorecard and Lean
to improve workplace processes
Identify and solve problems utilizing Lean tools including understanding value stream mapping and continuous
improvement
Assist in preparing metric reports that provide feedback on program service and effectiveness and process
improvement
Prepare performance reports and analysis for department, unit, and program balance scorecard measures
Assist with refrigerant operations which include purchasing, receiving, issuing, handling, transporting, regulatory
recordkeeping, and end-of-life recycling
Administer and ensure compliance with federal, state, and University policies in conjunction with the required
documentation associated with refrigerant issuance
Attend safety and staff training classes as required
Correctly operate Material Handling Equipment which includes but is not limited to, Forklifts, Hand Trucks, Pallet
Jacks, and other loading and material moving equipment used in warehouse and delivery activities
Operate light duty vehicles such as pick-ups, sedans, and cargo-vans
Pick-up and deliver materials or personnel as assigned
Provide back up support to department staff and programs
Perform related duties as required
Assist with special projects as assigned
Program Coordinators may be assigned to various 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
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 procurement, warehouse and/or inventory
management OR equivalent education/experience
 Excellent oral and written communication skills
 Excellent problem solving and time management 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
 Ability to be certified to operate a forklift
 Have knowledge and understand of safe work practices and policies
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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 in procurement and inventory management systems
 Experience with Process Improvement
 Knowledge of building materials
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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