Operational Supply Services Systems Integrity Coordinator

Job Responsibility: Department Vice-President Facilities & Operations - Trades & Infrastructure Maintenance Salary range $59,224.40 to $80,437.45 Hours per week 40 Grade 8 Posted date July 3, 2024 Closing date July 17, 2024 Position Type Full Time - Operating Funded

Description

This competition is restricted to internal applicants of the University of Alberta. Please log in to verify your internal candidate status.

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Location - Work primarily takes place at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to more than 14,000 faculty and staff, over 40,000 students and 260,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department

Facilities and Operations is a diverse portfolio responsible for a range of essential services and work across our five campuses. From managing capital construction and renovations, providing utilities and energy management, to delivering student and campus services, Facilities and Operations works behind the scenes to make the university a great place to study, learn, and work.

Trades, Infrastructure and Maintenance (TIM), wherein this position resides, is located within the Asset Management and Operations unit. TIM is responsible for the safe and efficient delivery of maintenance services that support the building infrastructure system operations through the use of trade workers and leaders

Position

The Operational Supply Services Systems Integrity Coordinator is responsible for providing accurate, LEAN, holistic, and timely inventory management services for Trades Infrastructure & Maintenance (TIM). They are indirectly responsible for the oversight, reconciliation, and data management of $1M+ on-hand inventory and the management of $25M of inventory/non-inventory material activity annually.

They are directly responsible, as an internal subject matter expert (SME), for AiM data management (Super User) with respect to the AiM inventory module to ensuring accurate, consistent record keeping, and training of operational use within the material management system. They are responsible for material management data uploads and transfer between the various stakeholders, maintaining accurate vendor catalogues, inventory cycle count set-up and execution, inventory transaction corrections, and ultimate year-end inventory reconciliation between actual counts and material showing in AiM.

Duties

• Responsible for training Operational Supply & Services in all AiM, Supplynet in all related processes such as purchases, supply chain management, counter sales, receiving, shipping, and customer service;
• Trains OSS staff on how to operationally correctly generate purchase requisitions, system release forms and receive inventory;
• Reconciles with suppliers as required with regards to availability of stock delivery date and price;
• Prepares purchase requisition after quotes, stock and pricing check on special orders;
• Expedites supplier deliveries as needed;
• Leads, mentors, and participates with investigations of material needs with TIM leaders;
• Plans and mentors the OSS team to stage material inventory purchases in conjunction with future equipment shutdowns and regular scheduled maintenance requirements.
• Provides sick and vacation backup coverage as needed for both the storekeepers, and acquisitions group
• Prepare Inventory counts as planned by the Operational Excellence Manager;
• Reconciles inventory discrepancies;
• Establishes electronic warehouse bin set-up and maintenance.
• Creation and generation of new bins, modifying existing bins.
• Establish and creates the warehousing philosophy around electronic setup and coordinating new warehouse satellites and transfers between these new warehouses.
• Establishing, maintaining, and adjusting optimal inventory target quantities and reorder levels based on data gathered and calculated usage throughout the year
• Set-up of vendor catalogs, generation and maintenance of new suppliers and part numbers. Establishing trade to vendor preferences based on PSA's and trade preferences.
• Entering and maintaining accurate vendor costing and part numbers in the AiM inventory management system.
• Preparing and set-up of Inventory reorder generation c/w coordinating the re-ordering of material
• Oversees, coordinates, and reviews counter releases and material returns to inventory for quantity and financial accuracy and completeness
• Creates, and generates warehouse transfer records between Central warehouse and satellite shops

Minimum Qualifications

• High School diploma
• Good working knowledge of computers, Microsoft Word Excel and Outlook. Will be required to become proficient with new University AIM Accounting Inventory computer tools
• Workplace Hazardous Material Information System certification, safe work training
• Certification in the use of warehouse forklift (can be provided on-site)
• Valid Class 5 driver's license (no GDL); Defensive Driving Training; Must pass the U of A Fleet Safety Driver's Evaluation and maintain the U of A Authorized Driver status (minimum age 19)

Preferred Qualifications

• 2 years experience in an order desk/parts warehouse environment to understand basic principles and procedures. A further 1 year would be needed in Trades Stores to become competent in this role
• Experience in managing and overseeing/evaluating supply contracts would be beneficial. Training could be provided with an expectation of competency within 1-2 years
• Post-secondary degree/diploma in Business Administration, Purchasing, Supply Chain Management, Accounting, or a related field

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.

Note: This opportunity will be available until midnight July 17, 2024, Edmonton, Alberta local time.