VIMS Inventory & Supply Specialist

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Job Description Summary:

Job Description:

The VIMS Inventory & Supply Specialist is responsible for data collection and entry to ensure accurate inventory management, office space recording, and similar systems at the Virginia Institute of Marine Science (VIMS). This position tracks equipment and specific supplies, assists staff on surplus property, oversees office space occupancy and related data into FAMIS, and is an integral part of the Shipping and Receiving Operations. The position works under the direct supervision of the Shipping and Receiving Manager and indirectly with the Senior Data Strategist.

Additional responsibilities include (but not limited to):

• Oversees the VIMS inventory and surplus property.

• Ensures the accurate and timely entry and retention of data related to space occupancy, fixed assets, and equipment in FAMIS (or a similar system).

• Coordinates with customers and vendors regarding cylinder orders, deliveries, and pickups.

• Reconciles FedEx and UPS shipping costs to the appropriate source of funds.

Required Qualifications:

Education:

High School diploma or equivalent.

Competencies:

• Valid driver’s license and the ability to maintain a current license throughout employment.

• Working knowledge of general office/administrative procedures and processes, with the ability to perform basic mathematical calculations.

• Proficiency with a variety of computer applications including MS Office (Word, Excel, etc.).

• Strong attention to detail.

Preferred Qualifications:

Education:

Associate’s degree, Bachelor’s degree, or certification in a related field, or work experience equivalent to degree/certification.

Competencies:

• Working knowledge of inventory management and fixed assets management.

Experience:

•  Experience performing data entry and inventory processes.

• Experience working in shipping and receiving

Salary- up to $55,000.00 commensurate with experience

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA) and university policy.

• Must maintain a valid driver’s license

• Ability to lift 25 lbs

• This is a restricted position, subject to the continued availability of funding. 

Job Duties and Responsibilities:

Space & Fixed Asset / Equipment Data (30%)

• Maintains accurate and timely data on changes in office and space occupancy at VIMS in the FAMIS system.

• Ensures that fixed assets and equipment are listed in FAMIS (or similar system) in the accurate location with the correct designation of item owner/ manager.

Inventory & Surplus Property (40%)

• Coordinates with customers and vendors regarding cylinder orders, deliveries, and pickups.

• Receives surplus equipment and coordinate with VIMS Facilities Management and W&M personnel for recording and disposal using forms and processes as outlined by W&M.

• Manages an equipment inventory system (including tagging, scanning, and data collection) which is updated and entered into a dynamic system (like FAMIS), building on the Fixed Asset Inventory of William & Mary.

• Records all necessary information including tag number assigned to fixed assets, equipment trust funded items, IT equipment (laptops, desktops, user equipment, etc.), and other campus items as identified (canisters, specialized items which are prone to loss, etc.).

• Assists with other inventory needs as requested.

Shipping & Receiving (30%)

• Coordinates, schedules, and records accurate data on shipment receipts, including gas canisters and similar items.

• Provides office coverage for Shipping & Receiving.

• Reconciles FedEx and UPS shipping costs to the appropriate source of funds.

• Assists with other shipping and receiving needs as requested.

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EEO is the Law.  Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. 

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.