Stores Supervisor, Senior

Department Summary

UCLA Mail, Document & Distribution Services (MDDS), a division of UCLA under the Office of the Vice Chancellor & Chief Financial Officer, is a premier on-campus service center offering comprehensive solutions for document services, digital scanning, mail, messenger, shipping/receiving, and compressed gas cylinder services. With a dedicated team, MDDS supports the University of California?s mission of teaching, research, and public service by delivering high-quality, cost-effective services. MDDS provides innovative campus wide solutions to complex financial and business matters, maximizing value to the University community.

Position Summary

Under the general supervision of the Director of Mail, Document, and Distribution Services, incumbent is responsible for managing operations and planning the budgeting needs of the Cylinder Management department located in at the Center for Health Sciences (CHS) main loading dock at 650 Charles E. Young Drive A-Level. The annual budget for operations that include the sale and rental of compressed gas cylinders, research alcohol, and supplies is in excess of $800,000. The position is responsible for managing a staff of three whose job functions include receiving and verifying inbound cylinder shipments, ordering stock and tracking movement of cylinders, preparing and executing deliveries, end-user support such as connection of cylinder tanks, obtaining signatures on the daily delivery route sheet, picking up empty cylinders for return and accounting for their movement, taking orders from customers, placing orders with vendors, and follow-up with outstanding issues. Special projects often include cylinder inventory verification and customer inquiry investigation. The incumbent is specifically responsible for daily operations; planning budgetary needs; software and database management; human resource management including hiring, employee evaluations, and corrective action; space and staffing requirements; determining appropriate stock control methods; stock selection and procurement; inventory management; approving payments; operating policies and procedures; organization; customer service to academic, medical , and research clients; vendor relations; timekeeping functions for staff; and oversight of safety programs.Specialty knowledge of compressed gas cylinder industry is required including use of industry specific software especially in large University setting. Use of an electric pallet jack is required for some deliveries. Audit responsibilities include financial control, inventory control, Hazardous Material Management compliance, OSHA compliance, UCLA Fire Compliance, and EH&S Safety Program Compliance.

Qualifications

• 5 years of supervisory experience in a large stores work environment with annual sales upwards of $600,000 and specifically including compressed gas and research alcohol commodities. (Preferred)
• Demonstrated ability to manage and supervise staff of diverse individuals in a high volume, multi task environment. Skill in establishment and maintenance of cooperative working relationships with co-workers, departmental staff, and University employees. (Required)
• Ability to comprehend and translate financial and operational issues related to compressed gas and research alcohols operations. (Required)
• Working knowledge of compressed gas and research alcohol commodities including safety regulations and interpretation of formula. (Required)
• Working knowledge of University locations and/or the ability to read and interpret maps. (Required)
• Skill in performing multiple tasks with frequent interruptions and/or distractions. Ability to follow oral and written instructions. (Required)
• Organizational skills to prioritize varied duties effectively while maintaining a high level of productivity, accuracy, flexibility, and attention to detail. (Required)
• Writing skills meeting professional standards, in order to produce business correspondence. (Required)
• Demonstrated verbal skills in order to communicate in a professional manner in person and on the telephone with customers, vendors, and personnel at all staff levels. (Required)
• Skill in business math sufficient to assist in preparing budget, accounting, and other financial documents. (Required)
• Working knowledge of how to properly move cylinders from one location to another using appropriate cylinder hand trucks and correct techniques. (Required)
• Ability to use an electric lift following all safety procedures. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in related area and / or equivalent combination of education and experience / training (Required)
• Must possess, upon hire, and maintain a valid CA noncommercial Class C License in accordance with the California (CA) Department of Motor Vehicles. (Required)