Under the general supervision from the Director, FS Operations & Maintenance, the Material Control Lead serves as an inventory distribution hub leader to the Inventory department.Â The Material Control Lead 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 Leadâ™s responsibilities include supporting the daily supervision of tasks within the inventory and materials unit of FS, supporting the efficient requisitioning, receipt, inventory management and distribution of supplies and materials to shop locations on campus, as well as balancing efficient service with measured internal controls.Â This position is also responsible for ensuring smooth processes for the procurement of services and commodities through the use of the IBM MAXIMO Inventory Management program and directly in Buy Site.
20% Supervision: Supervise the inventory and materials control union team and their day-to-day activities and efforts as a direct representative of the Senior Director of Operations & Maintenance.Â Per the Director, prioritize daily work assignments in order to support Shops and Clients, verify work for quality and completion, and coordinate emergency and urgent work.Â Motivate, mentor, and develop the Material Control team by identifying skills gaps, recommending appropriate training to the Director, providing coaching and support. Facilitate an environment that fosters strong motivation, performance, and teamwork.Â Make recommendations to the Senior Director of Operations & Maintenance in regard to mid-year and annual performance and proactively address performance issues as required.Â
15% Customer Service:Â Support the operations of the trades, engineering, and utility plant groups via efficient distribution of materials to the shop locations.Â Collaborate with Operations teams in determining appropriate items and stock levels.Â Assist shop supervisors in the reconciliation of material work order requests within MAXIMO.Â Hold ongoing customer reconciliation meetings with all key customers â” within FS and across the University â” to ensure service levels and obtain feedback.
15% Managing Inventory/Asset Control/Reporting: Develop inventory processes which minimize inventory carrying costs, while maximizing accurate stocking levels, utilizing MAXIMO reporting tools and function; implement cycle counting schedules, quarterly/annual inventories and reporting matrices to minimize variances; continuously monitor stock levels for trades/task specific inventory locations.Â Â Â
10% Internal Controls: Responsible for ensuring internal controls are followed to record all transactions which safeguard Universityâ™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.Â Respond to internal audit requests and audit recommendations as required.
10% Continuous Process Improvement:Â Evaluate current Material Management policies and procedures in an effort to reduce work that is not value-added.Â Recommend changes to streamline processes and ensure optimal customer service; work with internal resources to implement change.Â Develop Standard Operating Procedures for Material Control functions; continually update.Â Measure progress and continually monitor improvements / recommend ongoing changes.
10% Cost Control: Minimize asset-carrying costs of inventory by monitoring stock levels.Â Forecast stock needs based on historical data, seasons, and scheduled maintenance.Â Ensure that inventory is properly safeguarded and is properly stored, tracked, and managed.Â 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.
5% Vendor Performance:Â Establish process to evaluate and assess vendor performance based on price reasonableness, service quality, delivery, and other requirements.Â Evaluate and determine process improvements and customer satisfaction.Â Adopt âœBest-in-Classâ practices, and establish benchmarks to monitor vendor performance by implementing processes such as vendor scorecards and other performance matrix methodologies.Â 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.Â Lead teams and develop close working relationships with departmental staff who implement material control policies and practices.Â
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.Â Serve as liaison to other University entities purchasing facilities-related goods and services.
5% Other Duties as assigned.
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. Â
Meet deadlines while meeting performance standards.Â
Train and instruct subordinates.Â
Inspect and assess work progress.Â
Maintain and prepare records and reports using management software.Â
Respond promptly, directly, and effectively to customer inquiries and requests for service.
Be available to handle emergency requests.Â
Ability to multi-task effectively and successfully, while providing excellent customer service and leadership.
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.Â
Excellent written and oral communication skills are required.
Demonstrated ability to identify, troubleshoot, and resolve operational problems required.
Excellent problem-solving and conflict resolution skills required.
Experience in building teams, collaborating, and leading project teams required.
Superior customer service and vendor relations experience and skills required.
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.
Demonstrated facilitation and negotiation skills required.
Demonstrated skills in using sound analytical methods and ability to work with and report on complex analytic issues required.
Ability to identify and resolve complex problems and generate alternative solutions and alignment from diverse constituents' required.
Ability to function with a high degree of initiative, judgment, discretion, and decision-making required.
Demonstrated understanding of facilities, construction, operations and maintenance.
Knowledge of laws, rules, and regulations relating to all activities of procurement preferred.
Experience working in a union environment preferred.
Education, Experience, or Certifications:
At least 6 yearsâ™ experience in inventory control, materials management, supply chain operations, or procurement is required.
At least 3 yearsâ™ experience using IBMsâ™ MAXIMO program.
Past experience in a distribution, construction, supply chain or facilities MRO environment preferred.
Licenses and Certifications:
Valid driverâ™s license and ability to successfully complete the Universityâ™s Motor Vehicle Records process required.
Technical Knowledge or Skills:
Experience with material sourcing/purchasing information systems (such as MRP, ERP, SAP, and Oracle) and computer-based inventory, purchasing, and operations systems is required.
Proficiency with MS Windows-based computer systems, including spreadsheets, databases, charts, email, and presentation software is required.
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.Â
Must be able to lift (50 lbs.) and move loads appropriate to job requirements.Â
Ability to sit for short or extended time periods.Â
Must have mechanical aptitude and manual dexterity and be physically capable of strenuous activity over extended periods of time.Â
Ability to work at various locations across campus.Â
Ability to extensively use computer.Â
List of References
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
$13.36 - $32.83
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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Internal Number: JR07712
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