Inventory Specialist

Summary:

The Office of the Vice President for Research and Innovation is seeking applicants for an opportunity as an Inventory Specialist in the VCU Supply Center. This position will assist the Operation’s Supervisor, with direct and limited supervision, in the business operations of the VCU Supply Centers, including inventory management and customer/vendor interactions, along with financial management of designated supply center. The Inventory Specialist is responsible for ordering, receiving and handling products for the VCU Research community. He/she will provide instant access to molecular biological reagents, disposables and equipment from 31 vendors at negotiated discount pricing with no shipping/handling charges. Specific duties include managing customer orders and day-to-day operations for the VCU Supply Center; providing inventory control; conduct regular interaction with vendors to optimize operations; and providing superior customer service to customers.

Typical Duties:

Receives customer orders from RAMS-FORCE and compiles all orders into a consolidated order template, which is used for all 31 vendors. Understands procedures for placing orders with vendors to replenish stock and order customer “special orders”. Most vendor orders are placed using the company website referencing a blanket purchase order. Once orders have been placed and verified for the discounted pricing / free shipping/handling, all orders are recorded in a spreadsheet for inventory and accounting purposes. As orders are completed, the spreadsheet is updated to reflect the vendor order as closed. All order documentation is filed and kept on hand in case of customer and/or product issues.

Receives daily deliveries of products. Each item of order is verified against the vendor packing slip for accuracy and is initialed and dated. All products are stored according to the manufacturer specifications with proper handling. Packing slips are then verified against the original vendor orders to ensure accuracy and completion of order. Completed orders with the necessary documentation are recorded as closed in a spreadsheet and filed away. Stocked items are rotated as needed in order to avoid outdated inventory. Outdated inventory (if any occurs) is recorded and is either properly disposed or returned to vendor.

Once orders have been picked up by the customer, orders are considered complete for billing purposes. Using the order number, the order is entered into RAMS-FORCE and submitted for invoice processing. All orders are reconciled on a monthly basis, matching sales/margin reports for accuracy. If there are any refund of products or index updates, dated notations are completed to record these transactions.

Listens to and anticipates the needs of the customers. Interacts with customers in a respectful manner, appreciating the diversity and differences. Notifies customers of their orders being ready for pick up at the supply center. Notifies customers of any issues with their orders (backorder status, discontinued products, pricing issues, etc) and helps to resolve those issues. Provides professional customer service when customers arrive to bring up product at the supply centers. Notifies the VCU Supply Center Manager of any issues (customer or vendor) which they deem to be pertinent

RealSource is used for punch-out catalog orders for the supply center vendors, in addition to any office supply orders through The Supply Room Company. Orders are placed through RealSource and verified for correct discount pricing with shipping/handling waived on most orders. Orders are recorded on the vendor order logs for reconciliations purposes. Once all items of the order have been received, the RealSource purchase order can then be reconciled to ensure

Order and maintain adequate levels of liquid nitrogen and dry ice Update/maintains monthly sales/margin reports. Notify customers for pickup of available liquid nitrogen and dry ice, accuracy and payment of all invoices. The vendor order log will then be updated with initials to indicate order is completely reconciled.

Perform other duties as assigned

Minimum Qualifications:

Significant customer service experience/skills. Experience with supply chain and logistics functions, material procurement and inventory control. Knowledge of storing/handling techniques of sensitive materials helpful. Ability to complete work with limited supervision and use established procedures to accomplish assigned tasks. Ability and organizational skills to handle and prioritize a high volume of work and multiple assignments independently in a fast-paced environment. Must be able to work in a team environment. Knowledge of Microsoft Office applications (Access, Excel and Word, Internet Explorer, Google Chrome, etc) and the ability to collect and enter data accurately. Strong interpersonal skills and oral communication. Appreciate diversity and respect differences. Must be dependable, with the ability to change priorities in a fast-paced environment as needed. Ability to work at any of the three supply center locations (on both campuses) in order to streamline operations and ensure optimal customer service. Ability to lift 20 pounds routinely and greater than 20 pounds as needed. High School diploma or equivalent required. The candidate should have demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCU.

Preferred Qualifications:

Supply Center background/knowledge (or similarly related field) preferred College degree preferred Knowledge of VCU Purchasing, RealSource rules and regulations preferred.

Physical and Cognitive Requirements:

Indicate by each element: E = Essential; M = Marginal; or N/A

Physical Demands & Activities
Light Lifting (<20 lbs): Essential
Moderate Lifting (20-50 lbs): Marginal
Heavy Lifting (>50 lbs): Marginal
Pushing/Pulling: Essential
Standing: Essential
Sitting: Essential
Repetitive Motion: Essential
Walking: Essential
Climbing: Marginial
Reaching: Essential
Bending: Essential

Environmental Conditions
Extreme heat/cold: Marginial
Extreme Noise: Marginial
Vibrations: Marginial
Fumes: Marginial
Mists/gases: Marginial

Emotional Demands
Fast pace: Essential
Average Pace: Essential
Multiple Stimuli: Essential
Intense Customer Interaction: Essential
Frequent Change: Essential

Mental/Sensory Demands
Memory: Essential
Reasoning: Essential
Hearing: Essential
Reading: Essential
Analyzing: Essential
Logic: Essential
Verbal Communication: Essential
Written Communication: Essential




Salary Range: 40,000 - 45,000



Position Details:

Department: Office of Research
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 100
Exemption Status: Non-Exempt

UAP - Financial Services 18114

ORP Eligible - No

Non-Exempt