FACILITIES SERVICES
Job Description
Finance & Business Services
Program Support Supervisor 2
Job Code: 7257 – Contract Classified
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:
Supervise and/or direct work of Program Coordinators in the Moving & Surplus program. Responsible for deliverables in
the areas of program administration, program operations, and program marketing and communication.
Duties and Responsibilities:
Participate in organizational, division, unit, and work group programs:
 Balanced Scorecard, Lean Process Improvement, and other solutions in an effort to improve processes and
programs and to ensure organizational efficiencies and desired outcomes are met and program goals are reached
 Assist with developing, updating, and maintaining all required metrics
 Assist in developing goals and objectives; determine timelines and work with the teams to ensure deadlines are
met; assist in development and analysis of performance measurements
 Develop information to support budgetary requests and project income and expenditures
 Track and support deliverables
 Prepare and present progress reports and program measures
Monitor and administer program cash handling controls, policies, and procedures:
 Safeguard cash sales receipts; receive, process, and reconcile sales revenue
 Reconcile cash sales reports with sales revenue; investigate and resolve discrepancies
 Prepare cash deposits
 Maintain, balance, and replenish change and cashiering change funds
 Reconcile sales receipts and credit card reports
 Maintain credit card sales log
 Serve as cashier at Surplus public stores and auctions
 Provide direct confidential administrative support to the Moving & Surplus Manager and Assistant Director for
Materials Management
 Prepare, proof read, manage, and track correspondence, reports, and other written communication on behalf of
the Manager and Assistant Director including sensitive and confidential information; compose and prepare
reports, presentations and other documents for internal and external audiences; independently learn and use
application programs
 Schedule meetings as assigned, making room reservations as needed
 Assist with special projects
 Assist the Moving & Surplus Manager with fiscal oversight, such as monthly budget reports, reconciliations, data
gathering/analysis, records management, and special projects
 Process, track, and maintain records of all vendor invoices and payments according to UW fiscal policies and
procedures
 Manage and/or process eTravel, petty cash, purchase orders, and ProCard reconciliation
 Prepare and process Moving & Surplus internal billing
 Process invoices for outside clients who purchase surplus materials and follow-up on problems; serve as liaison
with clients and Invoice Receivables regarding discrepancies
 Answer questions regarding billing via email and phone
 Prepare journal vouchers to reimburse surplusing departments for the sale of property
 Oversee and implement inventory audits of surplus materials
 Update office computers – hardware and software - and act as liaison with computer support staff for the
Materials Management department
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 Order and maintain inventory of office supplies and equipment
 Maintain and update department uniform inventory
 Process uniform orders and coordinate uniform alteration and repair orders
 Initiate follow-up with the vendor regarding missing uniforms and laundry issues
 Compile and refer ongoing problems to Manager for resolution
 Maintain uniform storage, perform uniform inventories, review and reconcile uniform payables
Perform the following administration duties:
 Maintain department personnel files
 Coordinate performance review process
 Coordinate and schedule interviews
 Coordinate with Moving & Surplus Manager to oversee and assist with payroll and timesheet management
 Maintain, manage and update records according to University of Washington retention schedule
 Responsible for travel arrangement/registration, vouchers receipts and reimbursements for Materials
Management Assistant Director and managers
 Provide coverage for Surplus Property Program Coordinator and Moving Services Program Coordinator during
planned and unplanned absences
 Required to work Surplus Property public auctions, usually held on Saturdays, 6-8 times per year
 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 three years of applicable 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
Desirable Skills, Experience and Knowledge:
 Experience with Balanced Scorecard and/or Lean, or other similar systems, in a multi-functional operational
environment
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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