Career Opportunities

Facilities Management

Inventory Control Coordinator - Advanced

Posting Date

8/24/2018 12:00:00 AM

Position Information

Title:  Inventory Control Coordinator - Advanced

Essential Job Functions

This position reports to the Director of Facilities and is primarily responsible for department operational, capital inventory support, and office support. This position will serve as the primary customer service contact for the Facilities Management office.

This position includes the following responsibilities:

  • Enter data (labor, materials, etc.) into the existing work order system in order to create accurate records for use by all staff in the department.
  • As a TMA Administrator, set-up and update TMA user defined software criteria for efficient department usage. Work with supervisors and administrative staff to develop appropriate methods for recording, entering, and tracking the information.  Optimize utilization of software capabilities relative to operational needs.
  • Provide department support for TMA maintenance management system and other facilities specific software applications. Work with campus IT staff as necessary.
  • Utilize bar-code scanners for work orders and inventory. Download inventory check-in, stocking and re-stocking data from bar code scanners into database.
  • Update pricing and baseline data in the computerized maintenance software system when changes are necessary.
  • Work with Supervisors to evaluate and set pricing on all items and create an electronic record.
  • Retrieve data, prepare and produce reports (weekly, monthly, annual) using the inventory control software program or computerized maintenance management system software; merge data into the specific reports; generate additional reports using MS Word and Excel; enter data and maintain MS Excel spreadsheets.
  • Prepare and produce monthly billings using the inventory-control software program for Facilities staff.
  • Audit invoices for accuracy and match with receiving documents; enter receivables into internal tracking system; operate bar code scanning.
  • Direct/perform the annual, semi-annual, or monthly physical inventory count with the assistance of other staff within Facilities Management or with an outside vendor. Record the results for future analysis.
  • Work with other campus departments to achieve goals for the campus operation (e.g. Purchasing Department during inventory procurement).
  • Be an active participant in new technology for the Computerized Maintenance Management System at the campus level and with other UW campuses.
  • Serve as primary customer service contact for Facilities Management office. Answer inquiries from students, faculty, staff, contractors, other State agencies, and the public. Refer issues to others as appropriate.
  • Work with the Financial Specialist on department projects.
  • Order and maintain administrative office supplies and equipment.
  • Assist in maintaining department files, including purchasing records, state project records (drawings, specifications, submittals, O&Ms, etc.), reference documents, work order and inspection reports, etc.
  • Assist Director, Planner, and Supervisors with administrative and clerical needs, including preparation of requested documents and reports.
  • Maintain the capital inventory records on an annual basis.  Review the department computer list that is developed by Information Technology and make the necessary revisions.
  • Maintain identification records on all university-owned vehicles.
  • Work with supervisor and campus departments to determine which vehicles to replace. Complete all necessary paperwork for vehicle replacement.
  • Evaluate DOA vehicle procurement specifications, initiate necessary forms. Complete transaction paperwork to obtain title/registration and license plates.
  • Arrange for sale of surplus vehicles and prepare necessary paperwork.



  • Associates Degree in Business at time of application
  • 2 years of experience
  • Experience working with material inventory system or computerized system


  • Bachelors Degree in Business
  • 3 - 5 years in warehouse inventory environment
  • Proficient with computer systems

The successful candidate will have exceptional oral, written, interpersonal, organizational, time-management, computer, proofreading, and customer service skills; the ability to communicate with diverse constituents; and the willingness to work independently, as well as part of a collaborative team. This position requires the ability to manage multiple deadlines, projects, and priorities with attention to detail and exceptional accuracy; show excellent judgment, including sensitivity to personal and confidential information; and demonstrate flexibility and the ability to adapt to ongoing change. Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness, are essential for this position.

Conditions of Appointment

Position is a full-time University Staff appointment.  The work hours for this position will be 7:45 a.m. – 4:30 p.m., Monday through Friday.  A criminal conviction investigation and pre-work screen examination will be conducted on the finalist(s).  A six-month probationary period is required for this position. In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record. The University of Wisconsin-Green Bay does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources..


Hourly salary range of $18.00 - $19.00

This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Job Search" screen,

  • Click in "Keywords" box.
  • Enter Job Opening ID "14677"
  • Click "Search."
  • Select "Inventory Control Coordinator - Advanced"
  • Click "Apply."
    • You must login before you can apply. Input your "User Name" and "Password" and select "Login."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter that specifically addresses qualifications for the essential job functions
  • Resume
  • Names and contact information for three references
  • Unofficial transcripts of the highest degree achieved

You must select "Submit Application." Selecting "Save as Draft " or "Exit" will not forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Human Resources
Phone: (920) 465-2390

Application Deadline

To ensure consideration, please submit application materials by Monday, September 3, 2018.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our Office of Public Safety website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.