Material Control Supervisor
Facilities Services Building
9065601 Facilities-O&M Administration
About the Unit
Facilities Services supports the mission of the University of Chicago through efforts to maintain and enhance the University campus and environment and provide superior client service to our community including faculty, students, staff, neighbors and visitors.
Under the general supervision from the Director, Building Services and Trades, the Material Control Supervisor serves as a resource to all Facilities Services departments (Operations, Capital Project Delivery, Campus Design + Sustainability, Business Systems + Finance). The Material Control Supervisor works closely with FS units, including the Contract Administration team; shop supervisors and directors; and project management; as well as central University departments including Purchasing & Payment Services; Environmental, Health, & Safety.
The Material Control Supervisor's responsibilities include management of the inventory and materials unit of FS, supporting the efficient receipt and distribution of materials to job sites and satellite/shop stocking locations on campus, and balancing efficient service provision with appropriate internal controls. This position is also responsible for ensuring smooth processes for the procurement of services and commodities, including participation in the analysis of bid documents, award recommendations, and ongoing vendor evaluations.
The ideal candidate must be able to handle confidential and complicated issues with tact and discretion. Must work directly with members of Facilities Services and the University to ensure that matters are handled professionally and with a high degree of diplomacy and sensitivity. Meet deadlines while meeting performance standards. Train and instruct subordinates. Inspect and assess work progress. Maintain and prepare records and reports using management software. Respond promptly, directly, and effectively to customer inquiries and requests for service. Be available to handle emergency requests. Ability to multi-task effectively and successfully, while providing excellent customer service and leadership.
- 20% Supervision: Supervise the inventory and materials control union staff and manage their day-to-day activities and efforts. Prioritize and schedule work assignments, inspecting work for quality and completion, and coordinate emergency and urgent work. Motivate, mentor, and develop staff by identifying skills gaps, ensuring the availability of appropriate training, providing coaching and guidance. Facilitate an environment that fosters strong motivation, performance, and teamwork. Conduct the mid-year and annual performance appraisal processes, and proactively addressing performance issues as required.
- 15% Customer Service: Support the operations of the trades, engineering, and utility plant groups via efficient distribution of materials to the job site and satellite/shop locations. Collaborate with Operations teams in determining appropriate items and stock levels. Assist shop supervisors in the reconciliation of material work order requests. Hold ongoing customer meetings with all key customers — within FS and across the University — to ensure service levels and obtain feedback.
- 10% Internal Controls: Responsible for ensuring internal controls are followed to record all transactions which safeguard University's assets; train staff on departmental policies and procedures to prevent loss, errors, or omissions and promote accountability; establish, effectively communicate, and continually update policies and procedures to minimize risk or loss. Respond to internal audit requests and audit recommendations.
- 10% Continuous Process Improvement: Evaluate current Material Management organizational structure, policies, and procedures. Recommend changes to streamline processes and ensure optimal customer service; work with internal resources to implement change. Develop Standard Operating Procedures manual for Material Control function; continually update. Measure progress and continually monitor improvements / recommend ongoing changes.
- 10% Cost Control: Minimize asset-carrying costs of inventory by monitoring stock levels. Forecast stock needs based on historical data, seasons, and scheduled maintenance. Ensure that inventory is properly safeguarded and is properly stored, tracked, and managed. Apply competitive bidding practices for purchase orders and contracts per the University policy. Collaborate with Buyer/Contract Specialists in the procurement of facility-related services and commodities for internal FS units as well as others across the University. Assist in the planning, development, review, bidding, and award of competitively-bid purchases.
- 15% Managing Inventory/Asset Control/Reporting: Develop inventory processes which minimize inventory carrying costs, while maximizing accurate stocking levels, utilizing EOQ and ROP's across multiple locations; implement cycle counting schedules, quarterly/annual inventories and reporting matrices to minimize variances; continuously monitor stock levels for trades/task specific inventory locations. Develop and maintain lists of all inventory stored for other University departments at the Facilities Services Building and other FS locations.
- 5% Vendor Performance: Establish process to evaluate and assess vendor performance based on price reasonableness, service quality, delivery, and other requirements. Evaluate and determine process improvements and customer satisfaction. Adopt “Best-in-Class” practices, and establish benchmarks to monitor vendor performance by implementing processes such as vendor scorecards and other performance matrix methodologies. Ensure that implemented process will determine inherent capabilities, as well as current performance of vendors.
- 5% Collaboration with Colleagues: Work collaboratively with members of FS and others on departmental initiatives to improve processes and systems. Lead teams and develop close working relationships with departmental staff who implement material control policies and practices.
- 5% Serve as Liaison to others in Finance & Administration / University: Work closely with staff in central Purchasing & Payment Services, Audit & Compliance, Risk Management, and other related offices on purchasing and control matters. Serve as liaison to other University entities purchasing facilities-related goods and services.
- 5% Other Duties as assigned
- Strong quantitative, analytical, and organizations skills are required
- Self-motivated team player with the ability to work collaboratively and cross-functionally is required
- Demonstrated ability to work independently to meet long-term goals and under deadline pressure is required
- Excellent written and oral communication skills are required
- Excellent problem-solving and conflict resolution skills required
- Superior customer service and vendor relations experience and skills required
- Demonstrated facilitation and negotiation skills required
- Ability to identify and resolve complex problems and generate alternative solutions and alignment from diverse constituents' required
- Demonstrated ability to identify, troubleshoot, and resolve operational problems required
- Ability to function with a high degree of initiative, judgment, discretion, and decision-making required
Education, Experience or Certifications:
- Bachelor's Degree in business administration, inventory management, procurement, logistics, supply chain operations, OR an equivalent combination of education and relevant experience (minimum 4 years) is required
- At least one (4) years' experience in inventory control, materials management, supply chain operations, or procurement is required
- At least 3 years' experience using IBMs' MAXIMO program
- Past experience in a manufacturing, construction, supply chain or facilities MRO environment preferred
- Demonstrated experience analyzing and synthesizing needs and implementing policies and programs required
- Experience in building teams, collaborating, and leading project teams required
- Demonstrated experience with leading organizational change preferred
- Warehouse, distribution, pick & pack management experience preferred
- Experience working in a union environment preferred
- Valid driver's license and ability to successfully complete the University's Motor Vehicle Records process required
Technical Knowledge or Skills:
- Proficiency with MS Windows-based computer systems, including spreadsheets, databases, charts, email, and presentation software is required
- Experience with material sourcing/purchasing information systems (such as MRP, ERP, SAP, and Oracle) and computer-based inventory, purchasing, and operations systems is r equired
- Knowledge of current practices in inventory control and supply chain operations gained through documented education and/or work experience preferred
- Knowledge of major content areas of inventory and material control administration, policies, practices, and laws required
- Proficiency with word processing, spreadsheet, and database software required
- Knowledge of integrated software packages (i.e., SAP, Oracle, web-based procurement systems) required
- Demonstrated skills in using sound analytical methods and ability to work with and report on complex analytic issues required
- Experience with computerized Distribution & Inventory Management Systems and web based catalogs required
- Demonstrated understanding of facilities, construction, and operations and maintenance
- Knowledge of laws, rules, and regulations relating to all activities of procurement preferred
Working Conditions and Physical requirements:
- The standard requirement is mobility and agility necessary to climb stairs and ladders, capable of high-altitude work, capable of working in restricted spaces, as well as the ability to work in extreme temperatures
- Must be able to lift (50 lbs.) and move loads appropriate to job requirements
- Ability to sit for short or extended time periods
- Must have mechanical aptitude and manual dexterity and be physically capable of strenuous activity over extended periods of time
- Ability to work at various locations across campus
- Ability to extensively use computer
- Cover letter
- List of references
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
Depends on Qualification
Scheduled Weekly Hours
Job is Exempt?
Drug Test Required?
Does this position require incumbent to operate a vehicle on the job?
Health Screen Required?
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