Supply Room Assistant

Villanova University, United States

Updated: 12 days ago
Location: Villanova, PENNSYLVANIA
Deadline: ;

Posting Details

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Posting Details (Default Section)


Posting Number: 20243941S
Position Title: Supply Room Assistant
Position Type: Staff
Location: Villanova, PA
Recruitment Type: Internal/External Applicants
Work Schedule: full-time/12-months
Avg Hours Week
Department: 810 - FS Supply Room
Position Summary:
The Supply Room Assistant, reporting to the Supply Operations Manager, plays a vital role in ensuring the smooth operation of the supply room. This position involves various tasks related to inventory management, supply distribution, and administrative support. The Supply Room Assistant is responsible for assisting in maintaining accurate inventory records, processing orders, receiving shipments, and distributing supplies to authorized personnel. Additionally, the role involves coordinating with vendors, assisting in inventory audits, and providing general assistance to ensure the efficient functioning of the supply room operations.
Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.
Duties and Responsibilities:
Inventory Management:
  • Assist in maintaining accurate inventory records using the inventory management system.
  • Monitor inventory levels and notify the Supply Operations Manager of any shortages or discrepancies.
  • Conduct periodic inventory counts and assist in reconciling discrepancies.


Order Processing and Distribution:
  • Assist in processing supply orders, including verifying order accuracy and preparing items for shipment.
  • Receive incoming shipments, inspecting packages for damage or discrepancies, and recording received items in the inventory system.
  • Distribute supplies to authorized personnel based on established procedures and documentation.

Vendor Coordination:
  • Collaborate with vendors to coordinate deliveries, resolve order discrepancies, and ensure timely receipt of supplies.
  • Assist in maintaining vendor relationships and communicating supply needs to vendors as directed by the Supply Operations Manager.

Administrative Support:
  • Provide administrative support to the Supply Operations Manager, including organizing paperwork, filing documents, and maintaining records.
  • Assist in generating reports related to inventory levels, order processing, and supply usage as needed.

Quality Assurance:
  • Assist in ensuring the quality and accuracy of received supplies, including inspecting items for damage or defects.
  • Report any issues or concerns regarding the quality of received supplies to the Supply Operations Manager for resolution.

General Assistance:
  • Provide general assistance and support to the Supply Operations Manager and other team members as needed.
  • Participate in special projects or initiatives aimed at improving supply room operations and efficiency.
Minimum Qualifications:
  • High school diploma or equivalent
Preferred Qualifications:
  • Additional education or certification in inventory management, logistics, or related field preferred.
  • Experience with webTMA or other CMMS Database
  • Understanding of supply chain processes and procedures.
  • Knowledge of Procurement functions and establishing vendor relationships.
  • Knowledge of hardware, plumbing, electrical, HVAC, and other MRO supply items.
  • General knowledge of Microsoft applications
  • 1-2 years experience in an MRO warehouse environment with knowledge of manufacturer catalogs and part numbers.
Physical Requirements and/or Unusual Work Hours:
  • Air Quality – Very dusty condition due to being open to weather, paint shop, and carpentry shop.
  • Inventory and handling of chemicals and gases, including sulfuric acids.
  • Weather – Storeroom located near 20 × 20 bay door. Very drafty conditions. Cold in winter/hot in summer.
  • Lifting and unloading of heavy boxes (up to 60lbs) and parts on a regular basis.
  • Stair climbing required daily. 2nd floor storage area has 5 ft. ceiling requiring employee to be bent over when retrieving parts.
Special Message to Applicants:
Posting Date: 03/13/2024
Closing Date (11:59pm ET):
Salary Posting Information:
Commensurate with experience.
Salary Band: G
Job Classification: non-exempt

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