Job Summary:

Responsible for assisting with planning and managing the daily operations and administration of the Inventory, Delivery, Receiving and/or Mail Services area and to ensure effective supply chain management of designated inventories, materials, equipment, mail and services required.

Major Duties / Critical Tasks:

All areas:

• Responsible for coordinating process activities of direct areas of responsibility, as well as assisting with effective performance management and coaching of assigned staff members.
• Coordinates, facilitates, and assists with team responsibilities and administrative duties required of all Logistics’ teams (i.e. strategic planning, team meetings, time capture, records retention schedules, member of Logistics Business Unit Coordination Council (BUCC)
• Facilitates internal controls with reasonable assurances that operations are effective and efficient, assets are safe guarded, and is in compliance with applicable laws, regulations, and policies.
• Facilitates staff development and training ensuring assigned staff members are up to date on proper use of computer related systems, proper use of equipment, and all required UTMB classes.
• Coordinates process benchmarking and facilitates continuous process improvement.
• Facilitates the coordination of efforts between multiple work teams to meet outcomes beneficial to the customer needs.
• Recommends actions pertinent to personnel management functions for assigned personnel.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.
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Inventory:

• Facilitates the development and implementation of area policies and procedures to facilitate safe and effective Inventory Management processes.
• Compiles and analyzes operational reports, recommending appropriate actions to help assist with effective Inventory Management processes.
• Assists with managing Supply Management inventories and inventory systems to maximize cost effectiveness and customer satisfaction to meet UTMB fiscal and clinical performance objectives.
• Develops and maintains effective partnerships with internal and external customers to proactively understand ordering/receiving habits to assist with their needs.
• Assists with effective operations of the Materials Management Information System and related computer systems.
• Coordinates process benchmarking and facilitates continuous process improvement.
• Responsible for coordinating and maintaining a clean, neat, organized, and orderly warehouse and office environment that is highly professional at all times and in accordance with all UTMB, state and federal guidelines.
• Coordinates and maintains vehicle usage log, inspects condition of tires, checks oil, tops off the fuel once per week, maintains vehicle cleanliness inside and out, and reports any needed maintenance.
• Operate standard materials handling equipment.

Delivery:

• Facilitates the development and implementation of area policies and procedures to facilitate safe and effective delivery and cylinder inventory processes.
• Compiles and analyzes operational reports, recommending appropriate actions to help assist with effective delivery and cylinder inventory processes.
• Assists with managing Cylinder and Distribution systems to maximize cost effectiveness and customer satisfaction to meet UTMB fiscal and institutional performance objectives.
• Develops and maintains effective partnerships with internal and external customers to proactively understand ordering/receiving habits to assist with their needs.
• Coordinates a clean, neat, organized, and orderly distribution areas/vehicles and office environment in a manner that is highly professional at all times and in accordance with all UTMB, state and federal guidelines.
• Operates standard materials handling equipment and vehicles.

Receiving:

• Facilitates the development and implementation of area policies and procedures to facilitate safe and effective receiving, shipping and surplus inventory processes.
• Compiles and analyzes operational reports, recommending appropriate actions to help assist with effective receiving, shipping and surplus inventory processes.
• Assists with managing Receiving/Distribution systems to maximize cost effectiveness and customer satisfaction to meet UTMB fiscal and institutional performance objectives.
• Develops and maintains effective partnerships with internal and external customers to proactively understand ordering/receiving habits to assist with their needs.
• Maintains a clean, neat, organized, and orderly receiving area/vehicles and office environment that are highly professional at all times and in accordance with all UTMB, state and federal guidelines.
• Operate standard materials handling equipment and vehicles.

Mail Services:

• Coordinates UTMB mail /courier delivery and collection schedules with U.S. Postal Service, external mail processing companies, and commercial carriers.
• Analyzes, designs, establishes and maintains mail delivery and collection routes to provide/maintain optimum service levels to all departments.
• Manages a Mail Delivery Code/Zip +4 Code Add-on program, approving and communicating appropriate add-on codes to the U.S. Postal Service and requesting party, and maintaining appropriate documentation and departmental files.
• Compiles and analyzes operational reports, recommending appropriate actions to help assist with efficient and accurate mail delivery.
• Manages Mail Center to maximize cost effectiveness and customer satisfaction to meet UTMB fiscal and institutional performance objectives.
• Develops and maintains effective partnerships with internal and external customers to proactively understand and assist with mailing requirements.
• Coordinates activities in order to ensure a neat, organized, and orderly Campus Post Office/Mail Center and Office Environment are maintained in a highly professional manner at all times in accordance with all UTMB, U.S. Postal Service, State and Federal guidelines
• Addresses inquiries and complaints raised regarding service levels of assigned activities to various customers and UTMB organizations.

Required Education / Experience:

• High School Diploma or equivalent and four years of related experience.
• Valid Texas Drivers License.
• Fork lift Certification, except for mail (can be done on the job)
• UTMB Motor Vehicle Safety Course - except for Mail (can be done on the job)

Accompanying Knowledge, Skills, Abilities & Competencies (KSACs)

All Areas

Must possess team building and coaching skills; verbal and written communication skills, and interpersonal and employee development skills. Must be able to utilize a variety of mainframe, web based, and application software; must have the ability to assist with the development of training materials, operational policy and procedures. Must be able to read, interpret, and understand detailed written instructions. Must be able to effectively work with purchasing, receiving, distribution and computer operational staff

All areas except Mail

Must have knowledge of management principles; purchasing methodologies, computerized receiving/distribution systems; various application software such as Microsoft Word, Excel and electronic mail. Must be familiar with use of Internet, Worldwide Web sites, mainframe and web based applications, and inquiry systems.

Mail Only

Must have knowledge of management principles; Domestic Mail Manual, U.S. Postal Service Rules and Regulations including mailing specifications, Mailing equipment and accounting systems; various application software such as Microsoft Word, Excel and electronic mail. Serve as liaison between U.S. Postal Service and Campus Community

Equipment: 

Standard office equipment. UTMB vehicles. Forklift.

Working Environment:

Standard office and/or warehouse/mail center environment.

Other: 

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code. 

Any qualifications to be considered as equivalents in lieu of stated minimums require the prior approval of the Chief Human Resources Officer.