Fixed Asset Specialist (Shipping/Receiving)

Position Summary

The Fixed Asset Specialist (Shipping/Receiving) is responsible for managing the university’s fixed assets, to include ensuring accurate tracking, reporting, and compliance with relevant policies and regulations. Position collaborates with various departments across the university to maintain an up-to-date inventory of fixed assets, conduct asset evaluations, and support the financial reporting process. The Fixed Asset Specialist (Shipping/Receiving) reports to the Director of Procurement and Other Support Services.

Benefits

UIW has been identified year after year as one of the nation’s Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program (EAP), wellness programs, employee discount program, Public Service Loan Forgiveness (PSLF) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility.

Job Duties

• Office Administration
  • Maintains accurate inventory records, shipping and receiving operations controls, and maintains internal policy and procedures.
  • Enforces safety protocols and procedures in the shipping and receiving area, including proper handling of hazardous materials, use of personal protective equipment, and adherence to safety regulations and guidelines.
  • Aids in the development of written processes and procedures for identifying, tracking, transferring, reporting, and as requested, disposing of assets.
  • Provides information for inventory reports as well as other assets reports and records.
  • Provides cross training to the appropriate staff in relation to fixed asset processes and procedures as required.
  • Serves as a liaison with internal departments, external suppliers, carriers, and customers to coordinate shipments, resolve issues or inquiries, and provide timely and accurate information on order status and availability.
  • Performs other duties as assigned.
• Fixed Assets
  • Maintains and updates the university’s fixed asset database, including the recording of new acquisitions, disposals, transfers, and adjustments.
  • Conducts regular physical audits of fixed assets to verify their existence, condition, and location.
  • Collaborates with departments to ensure accurate and timely tagging of new fixed assets and the retirement of obsolete or surplus assets.
  • Aids in the preparation of financial reports and disclosures related to fixed assets for internal and external stakeholders.
  • Provides guidance and support to departmental staff on fixed asset policies, procedures, and best practices.
  • Recommends process improvements and technology enhancements to streamline fixed asset management processes and enhance data integrity.
• Shipping and Receiving
  • Serves as a lead to the shipping and receiving team; assists with scheduling and training, and provides input for performance management.
  • Covers outbound shipments, including picking, packing, labeling, and loading goods onto trucks or carriers, ensuring that shipments are accurate, properly packaged, and delivered on time to customers or other destinations.
  • Oversees the receipt of incoming shipments, inspecting goods for quality and accuracy, verifying quantities against purchase orders or shipping documents, and documenting any discrepancies or damages.
  • Implements quality control procedures to ensure that incoming and outgoing shipments meet quality standards, including proper packaging, labeling, and documentation. Addresses issues or non-conformances promptly.
  • Identifies opportunities to streamline shipping and receiving processes, improve efficiency, reduce costs, and enhance customer satisfaction through the adoption of best practices, technology solutions, or workflow optimizations.
  • Maintains records of shipping and receiving activities, including receipts, shipments, inventory levels, and performance metrics, and generates reports or analysis as needed to support decision-making and continuous improvement initiatives.

Qualifications

• Knowledge Skills and Abilities
  • Ability to consistently maintain established work schedule.
  • Strong interpersonal communication skills including tact and diplomacy.
  • Strong organizational and planning skills with attention to detail and follow through.
  • Capturing and maintaining capital and non-capital fixed asset tracking database.
  • Establishing and maintaining effective working relationships.
  • Maintaining confidentiality of work related information and materials.
  • Proficiency using standard office software applications to include MS Outlook, Word, and Excel or similar database system.
  • Using dollies, equipment carts, pallet jack, and potentially a forklift.
  • Working effectively with individuals from diverse communities and cultures.
  • Adhering to all applicable rules and regulations of the University, the Conference, and the NCAA.
• Required Education
  • High School graduate or GED equivalent.
• Required Work Experience
  • Two (2) years of experience in the field of fixed asset and/or shipping and receiving.
• Preferred Qualifications
  • Experience using Ellucian Banner.
  • Experience serving as a lead in fixed asset and/or shipping and receiving.
• Required Certifications, Licenses or Registrations
  • Must have a valid driver license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW.
• Work Hours
  • Monday through Friday 8am to 5pm with extended hours as needed to meet departmental goals. Occasional earlier hours required.
• Physical Demands
  • Ability to lift up to 50lbs of equipment/materials.
  • Ability to push/pull carted/dollied inventory which may be bulky or heavily weighted.
  • Ability to reach overhead, bend, squat/kneel to inspect inventory items.
  • Ability to regularly move about campus in the delivery of inventory/postal items.
  • Ability to drive for extended periods of time in the delivery of inventory both on and off main campus. Note that on-campus driving includes use of golf carts with standard exposure to Texas weather conditions.