Stores Material Administrator

Position Summary: The Stores Material Administrator is part of the Facilities department at Vanderbilt University and plays a key role in the daily activities of the Storeroom. The Administrator will update and review inventory records, place orders with vendors, document, receive and help stock material in the Storeroom.  The Administrator will also assist in training new team members and backstop the material coordinators during periods of peak demand.  The Material Administrator reports directly to the Facilities-Stores Manager. 

About the Work Unit:

Facilities provides facilities support for all construction, renovation, and routine maintenance of university space and facilities; housekeeping services for approximately 5.8 million square feet of academic, administrative, residential, and recreational space; grounds care for 330 acres that are a registered arboretum; turf care for athletic fields; and utilities for the University Central and the Medical Center. 

Facilities annual budget exceeds $100 million in operating expenses and includes over 500 employees.  Facilities manages major capital project expenditures totaling ~$125 million annually and facility renewal, replacement, and large maintenance project expenditures totaling ~$20 million annually. The Facilities Business Operations Center provides support to the entire Facilities department, specifically regarding the areas of Finance, Employee Relations, Systems, Contracts and General Administration.

Key Functions and Expected Performance:  The Storeroom department goal will be to have inventory available to sustain MRO operations at the lowest cost possible. The primary function of the Material Administrator will be to maintain accurate information about the items held in the Storeroom and assist the Storeroom Manager in the task of overall inventory management.   The Material Administrator will always conduct themselves in a professional manner, keeping in mind that the mission is to provide excellent customer service to all operating departments in VUMO.

The Material Administrator will:

• Place Purchase Orders for the storeroom inventory and key non-stock vendors.
• Administer Blanket Purchase Orders weekly.
• Schedule pick-ups from local vendors.  
• Manage storeroom inventory data.  Review item descriptions, supporting documentation and other key information to improve clarity and efficiency for Storeroom customers.
• Identify opportunities to improve inventory stocking levels and item variety.
• Identify and recommend items to be deleted from inventory.
• Identify potential process improvements in the storeroom operation.
• Participate in vendor review and selection.
• Assist suppliers with inquiries.
• Accurately process expense reports, receiving documentation, and other accounting related functions for all initiated purchases in a timely manner.
• Collate and regularly submit expense reports for all purchases made via credit card.
• Maintain knowledge of departmental account codes, proper purchasing practices, and current university/department procedures applicable to assigned functions.
• Assist with design and layout improvements of storeroom and associated working area.
• Review and approve invoices for payment.
• Receive inventory and place items in their designated storage bins.
• Prepare storeroom for cycle counts and physical inventories.
• Assist in training of storeroom team members and other VUMO personnel in requisition procedures.
• Assist Material Coordinators during periods of peak demand.
• Work with management to determine "best practices" for work unit. Implement process and procedure changes.
• Assist with miscellaneous housekeeping and inventory maintenance as well any other duties assigned.
• Follow all university and departmental policies and procedures.
• Other duties as assigned.  

Supervisory Relationships:

This position does not have supervisory responsibilities and reports administratively and functionally to the VUMO-Stores Manager. 

Education & Certifications:

• High School diploma is required.

• Associate degree or other post-secondary education is preferred.

• Valid Driver License is required; must have and maintain a valid driver's license and a satisfactory driving record. Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records

• Valid Forklift License is required.

Experience and Skills:

• Ability to keep accurate records and prepare reports.

• Ability to monitor Inventory stocking levels to assess efficiency and effectiveness.

• Computer and network skills are required.

• Specific work experience with Inventory control software is required.

• Demonstrated five plus years' experience in parts selection and management is required.

• Specific experience with MRO requirements in a higher education environment is preferred. 

• Ability to evaluate and recommend potential vendors. 

• Demonstrated skills utilizing Adobe Acrobat, Microsoft Office apps, and Oracle-based database systems required.

• Ability to train new team members in Storeroom procedures.

• Ability to complete varied administrative tasks to update and maintain inventory integrity.

• Ability to communicate effectively with others, both verbally and in writing in a professional manner.