Manager, Materials Management & Inventory Operations

Basic Qualifications

Basic Qualifications

• Minimum of five years of stockroom and materials management experience using Maximo work management software.
• Demonstrated experience in the successful management and planning of multiple stock locations across a large campus or similar environment required.
• Must have thorough knowledge and demonstrated proficiency with business software, including but not limited to MS Office, E-commerce, and enterprise scale electronic work management systems.

Additional Qualifications and Skills

Additional Qualifications

• College degree preferred.
• Must be able to help formulate both strategic and tactical solutions to a wide variety of administrative and operational challenges.
• Must possess demonstrated skills in the motivation, management and coaching of others and to prioritize their work in a fast paced, multi-disciplined organization.
• Strong written and oral communication skills required.
• The successful candidate must be customer focused with effective judgment and problem-solving skills, able to organize, lead, and participate in effective teams as well as work well independently. Experience with EZMax Mobile strongly preferred.

Technology Skills Required:

• Demonstrated proficiency in desktop computing systems, including Microsoft Office (word processing, spreadsheet, and database applications). Working knowledge of network-based systems preferred. Familiarity with handheld computing, equipment diagnostics, barcoding, and related technologies desired.

Additional Information

Emergency Status Designation: Critical Operations Personnel.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard's Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University's "COVID-19 Vaccine Information" webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Position Description

Duties and Responsibilities:
Responsible for the management of the Main Stockroom (located at Blackstone), including the oversight of internal staff as well as contracted vendor support personnel. Optimizes and maintains the floorplan of the Main Stockroom, continuously adjusting to changes in space allocation requirements.
Provides leadership to and supervision of all assigned staff; responsible for ongoing performance management, training, mentoring, hiring, and development planning for staff. Manages to and ensures compliance with union contracts, University procedures and policies, and regulations.
Leads the ongoing maintenance, development and implementation of materials requisition and handling business rules and work process design for electronic work management and related Ecommerce systems associated with stockroom operations, to optimize operations and ensure compliance to all departmental and University requirements.
Designs, maintains, utilizes, and implements strategies and plans to manage purchased materials at satellite stock locations (including but not limited to FMO Area Maintenance Offices), to ensure accurate inventories are maintained in the work management system along with adequate controls and validations for the receipt and issuance of materials from these locations.
Partners with others across Campus Services groups to implement best practices in stockroom and materials management and deploy/leverage technology solutions across multiple Campus Services groups to achieve greater consistency in business rules and work processes. Demonstrates and promotes the mission, vision, and values of the organization; provides stewardship, strategies, and services that create an excellent customer experience.
Maintains accurate inventory counts at all times for all materials maintained in the Main Stockroom. Ensures adequate physical, electronic and procedural controls and validations for the receipt and authorized issuance of materials into and out of the stockroom.
Works closely with Vendor representatives to optimize value from all agreements and purchasing relationships. Monitors the financial transactions, purchasing trends, and budget forecasts for all stockroom operations, including development of annual operating costs and tracking against established monthly, quarterly, and annual targets.
Works closely with supervisory / management personnel and others to fully understand specific business needs of each subgroup or work unit and continuously improves the materials management processes to ensure their success. Continuously monitors and analyzes all materials purchases to ensure optimized balance of stocked versus non-stocked items.
Assists management / supervisory team in the development of request for bid documents and all vendor terms and conditions for all special projects or non-stock purchases.
Leads and participates in various departmental and University committees as appropriate. Assists in the identification and resolution of University-wide problems and issues related to procurement and materials management.
Participates as a member of the FMO Management Team, providing leadership to the overall organization on matters of strategic significance. Manages special projects as directed.
Performs other duties as required.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Physical Requirements

Physical Requirements:

• Must be physically fit and mentally alert at all times.
• Must be able to stand and walk for long periods of time, and access non-handicap accessible workspaces/areas as well as confined spaces. Must be able to walk up and down stairs, climb ladders, etc. and routinely walk between campus buildings/areas.
• Must be able to enter various types of buildings, industrial plants, and/or construction sites.
• Required to wear personal protective equipment where necessary.

Job Summary

Energy & Facilities (E&F) operates and manages Harvard's energy supplies, district energy plants, and utility infrastructures on the Cambridge/Allston campuses, as well as 24/7 facilities -related call, alarm monitoring and dispatch center. E&F provides a broad portfolio of labor-based services, including building maintenance, landscaping and custodial to a large portion of the University, as well as engineering, technical, and sustainability services. Facilities Maintenance Operations (FMO) a department within E&F, offers primary building maintenance, landscape, fire safety, custodial and event support services to Harvard schools and departments on a fee-for-service basis. All services are provided in strict accordance with regulatory requirements and customer-determined standards.

Position Summary:

This position provides direct oversight of the Main Stockroom (currently located at Blackstone) as well as indirect oversight of all FMO Satellite Stock locations and supervises hourly stockroom staff as well as selected vendor personnel assigned to perform related services. Actively participates in process improvement efforts specifically as they relate the design/enhancement of materials requisition modules, procedures, and policies, as well as all stockroom operations and support services. Works closely with the Campus Services Technology and Logistics (IT) team and others to develop, deploy, and maintain electronic commerce (E-commerce) systems and related interfaces for the department, and more broadly Campus Services, work management system(s) that leverage technologies to optimize the requisition, purchase, receipt, payment cycle for all materials and services. Also works closely with Campus Services Procurement as well as the Office of Strategic Procurement to help ensure cost effective vendor agreements for consistent and reliable delivery of goods and services in support of Campus Services' mission.

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.