Supply Room Assistant - Cabrini Campus

Supply Room Assistant - Cabrini Campus

Company: Villanova University

Job Location: Villanova, 19085

Category: Business and Financial Services

Type: Full-Time

Posting Number: 20260048S

Location: Villanova, PA

Work Schedule: full-time/12-months

Department: 836 - Cabrini Supply Room

Position Summary

Why work at Villanova?

• Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation's best colleges and universities. You will be joining a growing institution of national prominence embarking on an exciting new Strategic Plan.
• Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

The Supply Room Assistant plays a critical role in the daily operation, accuracy, and efficiency of the Facilities supply room. Reporting to the Supply Operations Manager, this position supports inventory control, procurement coordination, vendor interaction, system maintenance, and financial tracking related to supply room operations.

This role serves as an inventory and supply chain specialist, partnering closely with trade supervisors, technicians, and administrative staff to ensure materials are available, properly tracked, accurately charged, and aligned with operational and budgetary requirements. The Supply Room Assistant contributes to continuous process improvement, system optimization, and best practices in warehousing, inventory management, and material distribution.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities

30% Inventory Management & Control:

• Maintain accurate inventory records using the inventory management and work order systems (WebTMA).
• Monitor inventory levels, analyze historical usage trends, and assist with forecasting supply needs.
• Receive, inspect, stock, barcode, and distribute materials and tools to authorized personnel.
• Conduct periodic and annual physical inventory counts and assist with reconciliation of discrepancies.

20% Order Processing, Receiving & Distribution:

• Process and verify supply orders; ensure accuracy of shipments and documentation.
• Inspect incoming materials for quality, damage, and discrepancies; resolve issues as needed.
• Control issuance of materials in accordance with established procedures and documentation standards.

15% Vendor & Procurement Coordination:

• Coordinate with vendors regarding pricing, deliveries, discrepancies, and product availability.
• Assist in comparing vendor pricing to ensure best overall value for the University.
• Support vendor relationship management, including organizing meetings or presentations when appropriate.

15% Financial & Administrative Support:

• Track and reconcile supply room purchases, invoices, and credit card transactions; ensure accurate documentation and coding.
• Collaborate with Facilities Business Operations Team and Maintenance Managers to ensure materials are charged to appropriate budgets.
• Generate inventory, usage, and financial reports to support operational and billing accuracy.

15% Systems, Quality Assurance & Process Improvement:

• Maintain inventory system data integrity, including vendor databases, barcoding systems, and reporting tools.
• Partner with technicians and managers to document material usage, warranty information, and equipment tracking.
• Identify and support implementation of workflow, system, and process improvements to enhance efficiency and accuracy

5 % General Support:

• Provide general operational support and participate in special projects as assigned.

Minimum Qualifications

• High school diploma or equivalent
• Excellent oral and written communication skills.
• Ability to work independently under general direction and make informed decisions in a timely and professional manner.
• Strong organizational and time-management skills.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple priorities with minimal supervision
• Demonstrated ability to support operational improvement initiatives
• Proficiency in Microsoft Office Suite, including Outlook and Excel, in a Windows 11 or later environment.
• Operative knowledge of standard office equipment

Preferred Qualifications

• Additional education or certification in inventory management, logistics, or a related field preferred
• Familiarity with Maintenance Operations, including knowledge of hardware, plumbing, electrical, HVAC, and facilities maintenance supply items.
• Understanding of inventory control, warehousing, and supply chain best practices
• Familiarity with computerized maintenance management systems (webTMA), barcoding, and financial systems, a plus
• 3-5 years of experience in a supply room, warehouse, or inventory management environment
• Experience with MRO supplies and facilities trades-related materials strongly preferred
• Experience with procurement processes, inventory systems, and vendor coordination desirable
• Experience using a computerized maintenance management system (CMMS), with preference for familiarity with webTMA.
• Knowledge of warehousing and inventory management.
• Familiarity with iPads, two-way radios and other handheld technology, a plus.

Physical Requirements and/or Unusual Work Hours

This position's work area is in a storeroom that is co-located with the carpenter and paint shops, which can result in the following:

• The environment can be dusty and there will be noticeable stain and paint odors.
• The storeroom is adjacent to a 20' × 20' overhead bay door used for deliveries; as a result, the area may be drafty and cold during winter months and warm during summer months.
• The role requires frequent physical activity, including lifting and unloading boxes and parts weighing up to 60 lbs on a regular basis, as well as daily stair climbing.
• Accessing materials in the second-floor storage area involves working in a space with approximately a 5-foot ceiling, requiring the employee to bend or stoop while retrieving parts.

Special Message to Applicants

This role is set to start on June 1, 2026.

Salary Posting Information

This position falls within hourly grade 10 and the range for this position is $24.29-25.64/hr. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.

Salary Grade 10