Job Description

Overview

Term: This contract will end on Jan 31st 2024

The primary objective of the Logistics and Resource Coordinator position is to maintain efficient day-to-day operations of the Engineering Machine Shop (EMS). This includes all internal department logistics as well as tracking and managing all items and inventory related to EMS stores which serves the UW Engineering community. Working within a fast-paced, dynamic environment where a high volume of projects are handled simultaneously with tight deadlines, the incumbent will serve many vital functions: 1) financial administration of EMS projects and internal spending; 2) financial reporting of all EMS transactions; 3) managing EMS Stores, inventory levels, sales pricing, and procurement of material and specialized items that support other departments as well as undergraduate student design teams, course projects and research initiatives 4) recruitment, training and daily supervision of co-op students for the \xe2\x80\x9cFabrication Assistant-Stores Keeper\xe2\x80\x9d position; 5) office administration, managing front office activities and handling all documentation related to EMS projects and staff; 6) primary point of contact for all inquiries from existing and potential EMS clients, including faculty, students, and staff and external vendors.

Responsibilities

Financial Support

• Financial administration of all EMS projects and internal spending activities
• Processes, documents, and reports all financial transactions for the EMS, ensuring all financial activity is accounted for
• Prepares and administers billing, invoices, receipts, statements, and other financial documentation related to EMS services. This includes calculation of unit costs for stock materials available for sales, hourly labour rates, and materials/equipment procurement pricing
• Reconciling \xe2\x80\x98special billing\xe2\x80\x99 transactions, including Watcard, PCard/Centre Suite, and Engineering Society purchases
• Creates and maintains accurate, up-to-date records of project spending. This includes proof-reading, verification, and correction of sales transactions as required; the incumbent will check and/or compare documents, forms, or other materials for accuracy, completeness, and format
• Audits, reconciles, and maintains documents of all EMS financial transactions on a monthly basis and at year\xe2\x80\x99s end \xe2\x80\x93 reports any concerns to the EMS Manager, contract holders, and/or financial administrative staff
• Liaises with the Faculty Financial Officer to ensure accounting policies and procedures are followed within the EMS
• Coordinates large volumes of incoming project work requests, obtaining necessary approvals and ensuring all pending charges are accounted for at the end of term
• Maintains and tracks supervisor/PI\xe2\x80\x99s approvals, ensuring authorization is received before beginning the manufacturing process
• Provides proof of purchase for reimbursement purposes for students, staff, and EMS customers, ensuring all details are accounted for

Financial Analysis, Transactions and Reporting

• Reviews and generates sales orders, ensuring principal investigators (PIs), faculty, staff, student teams, Sedra Design Center, labs, and clinics receive accurate transaction details required for account reconciliation, acting as the direct point of contact for any related inquiries
• Financial reporting as required by Federal and Provincial funding agencies, UW Finance, and the Office of Research. This requires identification, procurement, and analysis of the necessary data, and production of detailed summary reports as are appropriate to the funding agency, and/or UW Finance
• Collaborates with the Engineering Financial Officer and Engineering Research Office in handling complex billing situations to determine the appropriate subsidized rate on a project-to-project basis
• Executes small and large-scale purchases via PCard; allocates expenses in Centre Suite accurately for tracking and reporting purposes
• Liaises with clients to ensure their reporting needs are met, and with the Finance department to ensure University reporting procedures are followed
• Compiles, organizes, and graphs data to compare labour and material sales on a monthly and/or annual basis as required by the Engineering Research Office

EMS Stores Management; Coordination of Resources and Logistics

• Extensively builds upon current practices and procedures to better serve customers, shop technicians, and management of EMS
• Coordinates supply and service orders with incoming customer requests, meeting time constraints with accuracy and efficiency
• Responsible for procurement of material and items to support fellow departments as well as undergraduate student design teams, course projects and research initiatives
• Creates and manages inventory tracking programs for Sedra Student Design Center, Student design teams and other departments as required
• Advocates on behalf of customers (student and departments) by negotiating with suppliers to ensure the client obtains the specific materials they require at competitive pricing
• Manages EMS Stores by monitoring current inventory, consumables and office equipment, re-ordering, expediting, and sourcing stock items; maintaining records of all purchases; and updating EMS account statements
• Accounts for thousands of stock items, with the acquired knowledge to initiate requests for quotes
• Oversees the online EMS Stores system, ensures accounting system is kept up to date with ever-changing prices of raw materials
• Coordinates and prepares out-going shipments; tracks incoming orders and checks for any discrepancies upon receipt; and follows up with suppliers when necessary
• Performs stock analysis, negotiating and obtaining quotes for materials and components, ensuring inventory remains replenished
• Demonstrates attention to detail, structure, and meticulousness in determining costs by measurement (length, weight, unit price) while calculating percentages to determine markup, discounts, shipping charges, etc.

Human Resources Support/Recruitment

• Reviews cover letters and resumes of potential co-op students via WaterlooWorks
• Directly oversees the co-op student recruitment process by directing interviews, hiring, training, monitoring progress and evaluating the overall performance of the Stores Keeper/Fabrication Assistant
• Fulfills a supervisory role in assigning and delegating tasks to co-op student to ensure successful operations of EMS Stores
• Executes onboarding tasks on Workday, ensuring accuracy while setting up payroll and hiring details each term
• Ensures all safety policies and best practice are communicated and adhered to by staff and students
• Acts as a delegate for the entry of absences/leaves/vacations in Workday for EMS staff. Incumbent processes travel claims and reimbursements for expenses in Concur, etc.

Administrative Services and Facilitation of Operations

• Handles and routes both incoming and outgoing correspondence, manages tool loan-out programs, and maintains the EMS website
• Creates, processes, and maintains accurate and up-to-date documentation pertaining to all EMS operations (work requisitions, invoices, account statements, financial reports, and safety compliance)
• Creates and maintains procedural documentation for training and compliance, specifically covering: 1) management and processing of all financial activities related to EMS projects and internal spending, and 2) administrative activities
• Distributes instructions for completion of EMS work requests and other forms; analyzing incoming work requests to ensure critical information is attained and accurate, such as but not limited to:
• Confirms appropriate rates have been applied to all requests
• Acquires approvals from the Principal Investigator (PI) as needed
• Ensures shared work request repository is updated appropriately with job-specific CAD design and instructional reference files in the required locations
• Ensures work request submissions meet all prerequisites within the Engineering Machine Shop mandate before approving in production queue
• Acts as a liaison between EMS and Engineering Computing, providing insight on a continuous basis for system changes; and participating in testing and system integration

Client Service

• Fields all walk-in, telephone, and email inquiries/requests from existing and potential EMS clients; providing instructions and/or the specific information they require. The incumbent also acts as a liaison between customers and technicians, Lead Hand, and EMS Manager, utilizing acquired knowledge to resolve or refer inquiries as they come in
• Resolves/troubleshoots customer queries related to billing, reconciliation and/or reporting of project spending, inventory, etc.
• Provides guidance and insight into EMS processes, resources, hourly rates, and available services to meet and optimize project outcomes

Qualifications

• College diploma in Business Administration or related discipline or equivalent combination of education and experience may be considered
• 3-5 years providing extensive administrative support, preferably in a university or manufacturing setting where financial administration and resource coordination duties are required
• Experience in inventory management, revenue/expense report generation, and financial record maintenance
• Knowledge of UW Financial policies and procedures is preferred
• Familiarity with onboarding processes using University internal systems (WaterlooWorks, Workday) is an asset
• Ability to maintain attention to detail in a complex, multi-tasking environment
• Ability to manage multiple, competing priorities
• Excellent interpersonal and communication (oral and written) skills, applicable to diverse groups including students, staff, and faculty
• Strong organizational, analytical, and problem-solving skills
• Proficient in MS Word, Excel, WCMS, Sharepoint, Concur, Unit4, Workday, Centre Suite, Waterloo Works, 2Ship

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our .

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, M\xc3\xa9tis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext. 45935.

University of Waterloo