VIMS Inventory & Supply Specialist in Gloucester

The mission of William & Mary’s Batten School of Coastal & Marine Sciences & Virginia Institute of Marine Science (VIMS) is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of Virginia, the nation, and the world through research, education, and advisory service. The Batten School & VIMS make seminal advances in understanding coastal and marine systems through research and discovery, translate research findings into practical solutions to complex issues of societal importance, and provide new generations of researchers, educators, problem solvers, and managers with an education of unsurpassed quality.

The Office of Finance is responsible for supporting the educational and research goals of William & Mary and the Virginia Institute of Marine Science by providing efficient and economical acquisitions of quality goods and services, sound inventory, postal mail, shipping and receiving and fixed asset management.

The VIMS Inventory & Supply Specialist is responsible for data collection and entry to ensure accurate inventory management, office space recording, and similar systems at the Virginia Institute of Marine Science (VIMS). This position tracks equipment and specific supplies, assists staff on surplus property, oversees office space occupancy and related data into FAMIS, and is an integral part of the Shipping and Receiving Operations. The position works under the direct supervision of the Shipping and Receiving Manager and indirectly with the Senior Data.

• Oversees the VIMS inventory and surplus property.
• Ensures the accurate and timely entry and retention of data related to space occupancy, fixed assets, and equipment in FAMIS (or a similar system).
• Coordinates with customers and vendors regarding cylinder orders, deliveries, and pickups.
• Reconciles FedEx and UPS shipping costs to the appropriate source of funds.

Required Qualifications:

• Education: High School diploma or equivalent.
• Competencies:
• Valid driver’s license and the ability to maintain a current license throughout employment.
• Working knowledge of general office/administrative procedures and processes, with the ability to perform basic mathematical calculations.
• Proficiency with a variety of computer applications including MS Office (Word, Excel, etc.).
• Strong attention to detail.

Preferred Qualifications:

• Education: Associate’s degree, Bachelor’s degree, or certification in a related field, or work experience equivalent to degree/certification.
• Competencies:
• Working knowledge of inventory management and fixed assets management.
• Experience:
• Experience performing data entry and inventory processes.
• Experience working in shipping and receiving.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act (FLSA) and university policy.
• Must maintain a valid driver’s license.
• Ability to lift 25 lbs.
• This is a restricted position, subject to the continued availability of funding.

Job Duties and Responsibilities:

• Space & Fixed Asset / Equipment Data (30%):
• Maintains accurate and timely data on changes in office and space occupancy at VIMS in the FAMIS system.
• Ensures that fixed assets and equipment are listed in FAMIS (or similar system) in the accurate location with the correct designation of item owner/ manager.
• Inventory & Surplus Property (40%):
• Coordinates with customers and vendors regarding cylinder orders, deliveries, and pickups.
• Receives surplus equipment and coordinates with VIMS Facilities Management and W&M personnel for recording and disposal using forms and processes as outlined by W&M.
• Manages an equipment inventory system (including tagging, scanning, and data collection) which is updated and entered into a dynamic system (like FAMIS), building on the Fixed Asset Inventory of William & Mary.
• Records all necessary information including tag number assigned to fixed assets, equipment trust funded items, IT equipment (laptops, desktops, user equipment, etc.), and other campus items as identified (canisters, specialized items which are prone to loss, etc.).
• Assists with other inventory needs as requested.
• Shipping & Receiving (30%):
• Coordinates, schedules, and records accurate data on shipment receipts, including gas canisters and similar items.
• Provides office coverage for Shipping & Receiving.
• Reconciles FedEx and UPS shipping costs to the appropriate source of funds.
• Assists with other shipping and receiving needs as requested.

Benefits: William & Mary offers a competitive range of benefits that support employee well-being and professional growth, including access to on-campus fitness facilities, university libraries, and other wellness resources. Educational assistance, professional development opportunities, and a robust holiday schedule are also available.