Material Control Lead

Department ​
 
Facilities Operations Management: Materials Control

About the Department

​

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.

Job Information ​
 

Job Summary:

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. 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 Lead’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.  This position is also responsible for ensuring smooth processes for the procurement of services and commodities using the IBM MAXIMO Inventory Management program and directly in Oracle Procurement.

Responsibilities:

• 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. Per the Director, prioritize daily work assignments to support Shops and Clients, verify work for quality and completion, and coordinate emergency and urgent work. 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. Make recommendations to the Senior Director of Operations & Maintenance regarding mid-year and annual performance and proactively address performance issues as required. 

• Support the operations of the trades, engineering, and utility plant groups via efficient distribution of materials to the shop locations. Collaborate with Operations teams in determining appropriate items and stock levels. Assist shop supervisors in the reconciliation of material work order requests within MAXIMO. Hold ongoing customer reconciliation meetings with all key customers — within FS and across the University — to ensure service levels and obtain feedback.

• 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 as required.

• Evaluate current Material Management policies and procedures to reduce work that is not value-added. Recommend changes to streamline processes and ensure optimal customer service; work with internal resources to implement change. Develop Standard Operating Procedures for Material Control functions; continually update. Measure progress and continually monitor improvements / recommend ongoing changes.

• 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. 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.

• 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.   

• Establish processes 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.

• 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. 

• 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.

• Other Duties as assigned.

Additional Requirements ​​
 

Education, Experience, or Certifications:

Education:

• High School Diploma or GED required.

Experience:

• At least 6 years’ experience in inventory control, materials management, supply chain operations, or procurement required.

• At least 3 years’ experience using IBMs’ MAXIMO program required.

Licenses and Certifications:

• Valid driver’s license and ability to successfully complete the University’s Motor Vehicle Records process required.

Technical Knowledge or Skills:

• Self-motivated team player with the ability to work collaboratively and cross-functionally.

• Proficiency with MS Windows-based computer systems, including spreadsheets, databases, charts, email, and presentation software.

• Demonstrated ability to work independently to meet long-term goals and under deadline pressure. 

• Excellent written and oral communication skills.

• Demonstrated ability to identify, troubleshoot, and resolve operational problems.

• Knowledge of current practices in inventory control and supply chain operations gained through documented education and/or work experience.

• Excellent problem-solving and conflict resolution skills.

• 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.

• Proficiency with word processing, spreadsheet, and database software.

• Knowledge of integrated software packages (i.e., SAP, Oracle, web-based procurement systems) required.

• Demonstrated facilitation and negotiation skills.

• 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.

• Ability to function with a high degree of initiative, judgment, discretion, and decision-making.

• Demonstrated understanding of facilities, construction, and operations and maintenance preferred.

• Knowledge of laws, rules, and regulations relating to all activities of procurement.

• Experience with material sourcing/purchasing information systems (such as MRP, ERP, SAP, or Oracle) and computer-based inventory, purchasing, and operations systems.

• Experience in building teams, collaborating, and leading project teams required.

• Experience in a distribution, construction, supply chain or facilities MRO environment preferred.

• Experience with computerized Distribution & Inventory Management Systems and web-based catalogs required.

• Experience in warehouse, distribution, pick & pack management preferred.

• Experience working in a union environment preferred.

Working Conditions and Physical Requirements:

• 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.

• 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.  

Pay Range:

• $19.94 - $29.20 hourly

Required Documents:

• Resume

• Cover Letter

• List of References.

When applying, the document(s) MUST  be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility ​
 
Yes

Requires Compliance with University Covid-19 Vaccination Requirement
 

No

Pay Frequency ​
 
Hourly

Pay Range
 
Please refer to Additional Requirements to see the pay ranges

Scheduled Weekly Hours ​
 
40

Union ​
 
024- Local 743, I.B.T. Clerical

Job is Exempt
 
No

Drug Test Required
 
No

Motor Vehicle Record Inquiry Required
 
Yes

Health Screen Required
No

Posting Date ​
 
2023-01-26-08:00

Remove from Posting On or Before ​
 
2023-07-26-07:00

Posting Statement: ​​
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .
The University of Chicago is an Affirmative Action/ Equal Opportunity /Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.