Program Coordinator, Surplus Warehouse Operations

About the job

Job Description

Surplus Receiving & Warehouse Operations has an outstanding opportunity for a Program Coordinator to join their team.

About this Opportunity

Under the direction of the Program Support Supervisor for Receiving & Warehouse Operations, this position supports the daily operations of the UW Surplus Property program by performing activities related to receiving, inventory and warehouse operations, asset management, and sales. The position serves as a resource for UW departments and external customers by providing guidance on purchasing and disposal policies, and compliance requirements while ensuring accurate inventory management and safe warehouse operations.

Primary Duties and Responsibilities

Customer Service & Administrative Support (35%)

• Serve as a primary point of contact for UW departments, state and local government agencies, nonprofit organizations, and the general public regarding Surplus Property services.
• Receive, review and process Surplus Property request forms and identify needs, impact, and urgency. Ensure compliance with University rules and regulations. Communicate with customers regarding updates. Prepare and distribute inventory tags and related documentation to UW departments.
• Monitor department email accounts and provide timely, accurate responses to customer inquiries and service requests.
• Maintain accurate inventory records and database information to ensure operational efficiency, inventory accountability, records management, and audit requirements.
• Coordinate recycling and waste pickups, including materials requiring specialized disposal.
• Develop, update, and maintain standard operating procedures and program documentation, incorporating operational improvements and submitting revisions for management review and approval.
• Prepare inventory and operational reports to support program planning, performance measurement, and program decision making.
• Provide direction and assignments to Moving and Surplus staff working in Receiving as needed.

Inventory Management & Workflow Coordination (25%)

• Receive, unpack, inspect, sort, and distribute incoming surplus property, verifying condition, quantity, and accuracy against shipping documentation and resolving discrepancies.
• Ensure surplus property is accurately labeled, described, entered into the database, and properly dispositioned.
• Determine appropriate warehouse storage locations and organize surplus property to maximize space utilization, maintain efficient material flow, and accommodate current and incoming inventory.
• Conduct physical inventories and ongoing inventory audits to ensure inventory accuracy and accountability.
• Prepare weekly, monthly, and annual inventory reports.
• Collaborate with other Surplus Program Coordinators to ensure the continuity and success of program operations by providing cross-functional support, sharing workload, providing operational coverage during planned and unplanned absences, assuming higher level duties as needed, participating in special projects, and performing other duties as assigned.

Safety & Compliance (25%)

• Advise the campus community on the policies, procedures, and requirements governing the disposal of surplus property, and recommend alternative disposal options when appropriate.
• Ensure compliance with University policies, applicable WACs, RCWs, and other governing regulations related to the disposition and disposal of surplus property.
• Provide guidance on Environmental Health & Safety (EH&S) requirements, including required decontamination and cleaning documentation, acceptance criteria for conditionally accepted items, and items that cannot be accepted due to safety, regulatory, or program requirements.
• Identify hazardous materials including sharps, chemicals, asbestos, lead, mercury, radioactive-producing devices, lasers, and other regulated materials. Follow established handling and disposal procedures.
• Coordinate with EH&S regarding inspections and disposal requests.
• Ensure established safety practices and University policies are followed when storing, handling and relocating surplus property.
• Safely operate forklifts and other material handling equipment to load, unload, transport, store, and relocate surplus property and other materials, equipment, and supplies as needed to support warehouse operations.

Marketing & Sales (10%)

• Prepare online auction listings by drafting detailed item descriptions and photographing surplus property.
• Research markets for specialized surplus property and determine fair market values.
• Plan, prioritize, and establish timelines for online auction listings to ensure deadlines are met.
• Conduct retail store sales of surplus property to UW departments, state and local government agencies, nonprofit organizations, and the general public.

Process Improvement (5%)·

• Participate in the continuous improvement of program operations by evaluating workflows and recommending improvements to warehouse operations, receiving processes, inventory management, customer service, and overall operational efficiency.
• Research equipment and supply needs, develop specifications, and recommend purchases to support safe, efficient, and effective receiving and warehouse operations.

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.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• High school graduation or equivalent AND two years of experience in auction coordination, warehouse operations/retail operations/materials management/inventory management).

• *Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements, such as a license/certification/registration.

Additional Qualifications

• Excellent customer service skills
• Strong organizational and problem-solving skills
• Ability to maintain and model composure in a fast-paced, dynamic customer service driven environment.
• Flexibility to meet changing business/customer needs
• Excellent oral, written, and interpersonal communication skills
• Ability to communicate clearly and effectively
• Ability to work effectively in a team environment
• 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
• Ability and willingness to learn/operate a forklift

Preferred Qualifications

• Experience in inventory management
• Experience operating material handling equipment
• Experience in identifying hazardous and regulated materials
• Experience with process improvement

Conditions of employment

• Standard work schedule is Monday, Wednesday - Friday 7:30am to 4:00pm, Tuesday 8:00am to 4:30pm.
• Ability to lift and move heavy materials is required. Lift, push or pull 0-50 pounds unassisted and lift, push or pull 50-100+ pounds with assistance.
• Work requires walking, lifting, reaching (overhead/extension), grasping/handling, bending, kneeling, sitting, stooping (bend at waist), twisting (waist/neck) and standing for long periods of time.
• 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.
• Substantial footwear is required and must be provided by the employee.
• Must be able to work in a non-smoking environment.
• Regular and predictable attendance is required.

About the Team

Moving & Surplus is a collaborative team within Materials Management that provides relocation, storage, and surplus property disposal across the entire University of Washington system.

Moving Services provides commercial relocation services to UW departments, which includes moving an office, relocating a research laboratory, reconfiguring workspaces, supporting special events, or picking up surplus property. Whatever the job, we focus on doing it safely, efficiently, and with as little disruption as possible to the customers we are serving.

Surplus Property manages the disposal of excess University-owned property across the entire UW system, including all campuses, medical centers and clinics, and programs located throughout Washington, across the United States, and internationally. We also play a critical role in data security by safeguarding and sanitizing all institutional data from information technology equipment that is surplused.

Our work goes beyond logistics. By promoting reuse, we keep thousands of usable items out of landfills each year and reduce the University’s climate impact on both purchasing and disposal. Departments, nonprofit organizations, government agencies, and the public can purchase items through our retail store, online storefront, and timed online auctions.

Compensation, Benefits and Position Details

Pay Range Minimum:

$47,256.00 annualPay Range Maximum:

$63,156.00 annualOther Compensation:

-Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/Shift:

First Shift (United States of America)Temporary or Regular?

This is a regular positionFTE (Full-Time Equivalent):

100.00%Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.