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The Vice Provost of Academic and Student Affairs (ASA) oversees the work of teams focused on pilot and project support, advancement, the Center for Teaching and Learning, Academic Technologies, and Enrollment Management with the mission of enhancing the student experience for all students, inside and outside the classroom. The goals of ASA include supporting faculty excellence and innovation in teaching and learning; promoting access, engagement, and success of a diverse student body; and creating graduate leaders in life and career.
We have an outstanding opportunity for an Asset and Inventory Specialist.
Organizationally reporting to the Director of Academic Technologies, the Academic & Student Affairs Asset and Inventory Specialist works under the direct supervision of the Assistant Director of Operations & Training, Academic Technologies (Laura Andre, and in collaboration with the Executive Office Shared Services Team (EOSS), to manage, procure, and track physical assets and inventory for Academic Technologies (AT) and ASA Information Systems (ASA-IS), and to develop and align business standard of policies and procedures as established by the State, University and Executive Office.
This scope of work is especially critical in the run-up to the launch of Workday Finance (July 2023). Not only is this position expected to completely develop and implement a new end-to-end asset procurement/management tracking system, but they will need to ensure that the internal system can integrate with asset management tools that will be deployed as part of Workday Finance once we go-live in July 2023. Critical analysis and independent problem-solving skills and are integral to this position.
The Asset and Inventory Specialist supports the diverse procurement and administrative needs of ASA over a wide range of services and business operations. They must be capable of managing multiple and competing priorities with frequently tight deadlines skillfully, reliably, accurately, and confidentially while demonstrating discretion and independent judgment in all areas of operation. Input and demand come from multiple directions, people, organizations, and activities, and complexity is amplified by competing priorities that are presented many times during the day. Managing this breadth and complexity requires a good working relationship with colleagues, excellent rapport with staff across departments, an ability to deal with the unexpected, resilience and stability in stressful situations, and ability to maintain an optimistic outlook, a capacity for innovation, and a willingness to embrace change and process improvement.
AT and ASA-IS manage an extensive portfolio of physical assets and inventory that supports instructional and business operations across campus. Physical assets and inventory are valued at $3M+ and the need to manage, procure and track is critical to ensuring responsible stewardship and compliance.
Duties & Responsibilities
Asset and Inventory Management
•Coordinate with ASA Leadership and EOSS teams, to develop, document, and implement new ASA organizational procurement and inventory procedures to ensure compliance with university and state policies. This new system must meet current business needs as well as integrate into the new future-state environment of asset and inventory management in Workday Finance. •Proactively initiate, develop proposals, and manage implementation to improve procurement and inventory functions with a focus on effective delivery of service. Must be comfortable with conducting research, analysis, and developing and proposing new ideas and leveraging technology to improve business practices and procedures. •Provide business support and policy guidance to members of ASA regarding procurement, contracts, and vendor management; act as the primary contact for administrative consultation and liaison with Facilities Services, UWIT, Procurement, and other process partners. •Manage external and internal vendor/departmental relationships, including resolution of discrepancies and disputes, utilizing professionalism and expert communication; receive and triage complex or escalated matters from department staff. •Support the business operations of ASA organization, including coordination with local support staff in sub-units to streamline procurement processes; develop systems or procedures to proactively maintain and stock a complex inventory of classroom and technology installation, office-use, and repair and maintenance supplies. •Develop and lead asset and inventory tracking process to ensure accuracy of all inventory on-hand for Classroom Technology upgrade allocations, Classroom Facilities Services repair work, AV Systems Integration revenue-generating projects and ASA-IS equipment including standardization of policy and procedure and service-level agreements for shipping verification, delivery/packing accuracy, inventory intake, asset tagging, and receipt recording; cyclic audits of inventory on-hand; management and organization of space and storage logistics; and coordination and planning for receipt of bulk, oversize, high-volume shipments. •Independently manage the life cycle of physical asset, equipment, and inventory, including purchasing, receiving, tagging, transferring and surplusing of inventorial and non-inventorial assets. •Serve as subject matter expert for Executive Change FT Readiness Team with respect to asset and inventory processes.
Operations and Administration:
•In collaboration and coordination with the EOSS team: track and reconcile financial transactions related to purchases for Academic Technologies and ASA Information Systems (ASA-IS); reconcile Procard purchasing and ensure compliance of purchasing methods for relevant dollar thresholds; manage large and/or complex equipment and physical asset procurement to ensure accuracy and compliance. Develop and implement template documents and tools for use by unit members; transmit accurate and timely internal and external invoice billing; develop strong foundational best practices to ensure business continuity to complete urgent or complex transactions; hire, train, supervise, and oversee work of student employees. •Maintain a high level of professionalism and customer service in managing inquiries to the office and coordinating responses as needed. •Provide direct or back-up support to other administrative team members across ASA on special projects or during a team member's absence.
Bachelor's degree, preferably in information management, business, or related field
Three years of accumulated professional experience, to include any of the following:
•Information and data management; •Supply chain and procurement/receiving experiences; •Experience working with inventory management; •Strong analytical and problem solving skills; •Excellent communication skills, both written and verbal; •High level of attention to detail and accuracy; •Demonstrated a high level of professionalism and judgment
Physical Requirement: Ability to lift minimum of 50 pounds
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Experience working in a financial/administrative capacity in higher education; •Experience working with a central executive/administrative office; and •Familiarity with facilities services and logistics management.
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.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.