Workflow Coordinator

Key Responsibilities

• Cook up the daily in/outbound workflow for the campus, forklift and off-campus delivery routes
• Schedule route coverage by maintaining students’ and staff schedules
• Organize the incoming packages and freight shipments to maximize delivery efficiency and accuracy
• Act as the department contact for the carriers regarding scheduling needs
• Receive, inspect and systematically document incoming parcels and freight
• Note, document and advise any discrepancies or damaged inbound items
• Ensure that all outbound mailings and shipments are staged, scanned and ready
• Assist drivers in loading and unloading
• Maintain the tracking system database data – make corrections, add/remove users, locations
• Work with the vendor and IT to install updates to the associated scanners and computers
• Provide simple reports regarding carrier-related issues – ex. arrival times, inbound volume
• Lead subordinate employees in the performance of various warehouse processes
• Train staff and students on delivery routes, proper package handling and tracking system processes
• Assign support staff in direct response to absent and/or late employees or delayed carriers

Knowledge, Skills & Abilities

• Establish and maintain working relationships with carriers, campus customers and vendors
• Monitor and maintain the warehouse shipping supplies usage and distribution
• Able to coordinate workflow, manage multiple priorities, and meet critical deadlines
• Proficient in current word processing, spreadsheet, and relevant software applications
• Skilled in managing projects, timelines, and collaborative work across units
• Able to take initiative and independently plan, organize, and coordinate work in an environment with multiple competing demands
• Able to work effectively and collaboratively with individuals at all levels of the organization
• Able to provide lead direction and training while fostering a collaborative team environment
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

Required Qualifications

• Two years of experience in a storeroom or warehouse in the performance of work involving the receipt, storage, and issuance of a variety of supplies, material, and equipment.
• A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.
• The employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

Preferred Qualifications

• A High School Diploma
• Three to five years leading 5-15 employees
• Three to five years of distribution, mail room, or warehouse experience
• Experience with general warehousing procedures
• Experience with domestic and international carrier processes (DHL, FedEx, UPS, USPS, etc.)
• One to two years of experience driving sit-down/stand-up forklifts
• Experience with MS Excel, Word, and Access
• Excellent written communication skills