ASSISTANT MANAGER, STORES WAREHOUSE OPERATIONS - University of Washington

Req #: 232860 Department: UW FACILITIES: MAINTENANCE & CONSTRUCTION Appointing Department Web Address: https://facilities.uw.edu/ Posting Date: 04/10/2024 Closing Info: Open Until Filled Salary: $6,200 - $7,550 per month Shift: First Shift Notes: 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-20230119\_a11y.pdf) 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 Energy, Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups 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 an **Assistant Manager, Stores Warehouse Operations** . Under the administrative direction of the UW Facilities (UWF) Stores Manager, the Stores Assistant Manager for Warehouse Operations is responsible for personnel management, program operations, inventory management and accountability, materials handling and delivery, refrigerant storage and issuance, facility management, and program results for UWF Stores Warehouse Operations. The Stores Assistant Manager supervises, directs, and schedules the work of Stores Warehouse Operations staff including Truck Driver Lead, Driver-Warehouse Workers, and Program Coordinators. The Stores Assistant Manager is also responsible for strategic planning, organizing, controlling, and evaluating the activities of the Stores warehouse operations program, and providing excellent customer service to internal customers. The Stores Assistant Manager has significant authority in establishing guidelines and standard operating procedures to ensure goals and daily tasks are aligned with organizational strategy and department/institutional policy. The Assistant Manager oversees the issuance and adherence to the Federal regulatory requirements associated with the purchase, issuance, and recycling of refrigerant gases utilized by UWF Shops. The Stores Assistant Manager must be able to work collaboratively with the Stores procurement team, other Materials Management staff, and vendors. The Stores Assistant Manager must have an understanding of collective bargaining agreements and have the ability to cooperate with union representatives. The Stores Assistant 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. **Primary Duties and Responsibilities** - Provide first line supervision to UW Facilities Stores staff assigned to the following functions: front counter customer service, material receiving, stocking, and deliveries - Oversee the dispatch, transportation, material handling, inventory accountability, and warehouse operations coupled with the management of the UWF Stores warehouses - Hire, evaluate performance and conduct annual performance evaluations, recommend corrective action, assign, schedule and review work, conduct training, and act upon leave requests for eight (8) FTE permanent classified staff and additional staff assigned to Stores Warehouse Operations - Establish and maintain performance standards for subordinate staff. Intercede and address performance problems by discussing performance concerns, define performance expectations, and clarify daily duties - Participate in and resolve employee grievances - Oversee warehouse staff compliance with federal, state, University and department policies and procedures, WACs and RCWs, and documentation required associated with refrigerants which includes purchase, receipt, issuance, handling, transportation, and regulatory record keeping requirements, and end of life recycling - Plan and establish timetables and work priorities for front counter customer service staff and delivery staff - Oversee expediting services provided to Maintenance and Construction and Campus Energy and Utilities Operations shops - Conduct daily warehouse inspections and collaboratively resolve facilities management concerns with UW Moving and Surplus staff - Collect, prepare, and report customer service activities - Coordinate the scheduling and dispatching of material deliveries - Oversee receiving, stocking, and Front Counter Service Desk functions - Assist with the approval and control of expenditures for Warehouse Operations - Prepare reports and advise the Stores Manager and Assistant Director for Materials Management of opportunities for process improvements that impact department wide strategy development - Collect and implement employee ideas associated with waste elimination, operations improvements and potential cost savings - Develop metrics to provide feedback on effectiveness of program services, initiatives, and process improvements - Review and prepare reports and analysis for department, unit, and program performance metrics - Report on the effectiveness and efficiency of stock ordering and customer and material delivery services - Responsible for assigning overtime, monitoring time cards, auditing work orders to ensure complete and accurate service charges, and administer additional payroll/personnel documents - Assist warehouse staff with their compliance to 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 - Schedule warehouse staff participation in required job-related training [this includes but is not limited to initial safety orientation, forklift operation, back-protection, and other required job-related training] - Implement new training as needed or required - Assist with the promotion and utilization of expediting services - Expand and improve website information; service-based email, newsletters, or other electronic communication tools - Handle escalated customer service and vendor problems and participate in ongoing outreach to customers and vendors in order to proactively plan for success. Investigate and assist in resolving one-time or chronic service failures and implement recommendations and training to improve service - Provide analysis of the adequacy of program and staff support associated with service growth - Utilize AiM and other automated systems to maintain records needed to determine labor, vehicle, and program costs - Regularly prepare monthly, quarterly, and annual statistical reports - Prepare and analyze specialized reports as requested - Manage procurement of supplies, materials, tools, and equipment for use in the warehouse operations program. Maintain warehouse equipment; schedule maintenance and repairs as needed; develop and implement equipment replacement schedules. - Manage the UWF shop shared equipment: track and maintain inventory; schedule required maintenance; schedule repairs as needed; make recommendations for equipment replacement. - Collaborate with Fleet Services in the purchase and maintenance of Stores program vehicles; oversee vehicle checks; schedule necessary repairs; monitor condition and cleanliness of program vehicles. - Monitor work areas for cleanliness and safety - Actively suggest and implement changes and improvements as needed - Represent the Stores Manager in daily business, at staff or University meetings, and meetings or conferences with the general public - Interact with clients, faculty, staff, governmental agencies, non-profit organizations, vendors, and the public regarding policies and procedures for another Materials Management programs - Other duties as 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 professionalism, which includes being tactful and courteous. - Exhibit a professional work ethic. - Continuously promote a safe work environment. **Requirements include:** - Bachelor's degree or equivalent experience - 2-3 years of experience in government / higher education / large corporation settings, managing logistics, or warehouse operations, or inventory operations or transportation operations including supervising / managing staff - Excellent organizational, oral, written, and interpersonal communications skills - 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 service driven environment - Flexibility to meet changing business/customer needs - Ability to work independently and successfully coordinate multiple tasks within project priorities - Experience working successfully with people at all levels throughout the organization and with a wide range of constituencies - Have knowledge and understand safe work practices and policies; must be able to wear all proper Personal Protective Equipment (PPE) as required - Demonstrated proficiency with personal computing environment, Microsoft Office Suite, proprietary databases, web-based tools, and other proprietary software products or willingness to learn/use computers and related software Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. **Desired:** - Experience in oversight of warehouse & material handling - Experience or knowledge of process improvement tools such as Lean, Balanced Scorecard or other similar systems, in a multi-functional operation - Experience with creating and producing metrics associated with business operations and reports - Experience developing and maintaining Standard Operating Procedures that aid staff training/staff education - Ability and willingness to learn/operate a forklift **Conditions of Employment:** - Possession of a valid Washington State driver's license - 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 However, program management may include outdoor work with exposure to the elements and variable weather conditions - Ability to move/lift and carry up to fifty pounds unassisted - 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.