Job Details

Program Specialist 2 - Work Order Administration and Warehouse Inventory

Position Number: 6274423
Location: Cheney, WA
Position Type: Facilities Management

Program Specialist 2 - Work Order Administration and Warehouse Inventory

About Eastern Washington University:

Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees. As the regions polytechnic, we are recognized for our distinctive approach to hands-on learning that leads to in-demand careers. EWUs 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washingtons second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building, the SIERR building which is a hub for research, development and advancement of health sciences, and at Riverpoint, a campus shared with Washington State University. In addition, EWU programs can be found at select locations throughout the state, aligned with the needs of the community. Eastern contributes to the vitality of the region and the state through its wide array of bachelors and masters degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.

Eastern Washington University has been recognized for its commitment to helping undergraduate students learn, grow and succeed by Colleges of Distinction, a nationally trusted resource guide for college-bound students. The honor recognizes Eastern as a 24-25 College of Distinction (CoD).

Money magazine recently named EWU as one of its Best Colleges in America 2024.

Tribal Land Acknowledgement
Eastern Washington University resides within the traditional homelands of the Spokane People and other tribes who are connected through their shared history of this region. This land holds their cultural DNA and it is their Ancestors who are here and bring forth the knowledge of this place-the knowledge that comes from the land.

Job Summary:

The Program Specialist 2 administers and oversees the Computerized Maintenance Management System (CMMS) for the Work Order Administration, receiving, and inventory control within Facilities and Planning at Eastern Washington University. This role leads the development, setup, and daily operations of the CMMS, ensuring efficient processing of campus work orders through the (CMMS) System while providing excellent customer service and dispatching maintenance requests.

Additionally, this position plays a critical role in inventory management, procurement, and materials handling, overseeing the receiving, verification, and organization of university materials, maintaining accurate inventory levels, coordinating procurement card processes, and ensuring compliance with purchasing procedures. The Program Specialist 2 also directs student employees, provides training on purchasing protocols, and maintains detailed records to support department operations.

The salary range for this position is $44,580 (minimum) up to $59,568.00. Where the hired candidate will begin within this range is dependent on education, experience, and skills. In addition to salary, the university offers a comprehensive benefits package including health insurance, life and disability insurance and retirement. In addition, EWU offers generous vacation and sick leave accruals, 13 paid holidays per year and fringe benefits, such as tuition waiver for employees and eligible family members, discounted EWU sports tickets, full access to our campus workout facilities at a minimum fee and free transportation through STA buses. For additional information regarding insurance benefits please see our Benefits page: https://inside.ewu.edu/hr/benefits/insurance/ .

Required Qualifications:

Bachelors degree in Business Administration, Facilities Management, Information Systems or related field OR equivalent education/experience.
Experience in supply chain logistics, including inventory tracking, vendor reconciliation, or managing reorder points.
Experience performing data entry, reporting, or analysis using spreadsheets or database software, (e.g. Excel, Access, or similar.)
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn and use specialized software systems.
Strong written and verbal communication, and customer service skills.
Ability to prioritize tasks, maintain detailed records, and coordinate multiple workflows in a fast-paced, service-oriented environment.
Demonstrated ability to apply a responsive and flexible approach that is supportive to the needs of, including universal access, of our students, faculty, staff and the public.

Preferred Qualifications:

We highly encourage you to apply even if you do not have some (or all) of the preferred experience below:

Two (2) or more years of experience managing inventory systems in a facilities or institutional setting.
Experience with Computerized Maintenance Management Systems (CMMS), such as work order creation, tracking, closing, and basic reporting; OR experience with comparable enterprise systems used for work order processing, inventory control, or facilities operations, with the ability to quickly learn and adapt to CMMS platforms.
Experience supervising or training subordinate staff in a professional setting.
Knowledge of state or institutional purchasing procedures.
Familiarity with work order dispatching, radio communications, or emergency request coordination.
Demonstrated experience administering or configuring a CMMS, including preventive maintenance setup, asset tracking, or user support.

Other Skills and Abilities:

Job Duties:
CMMS Administration & Work Order Management (25%)

Leads development, setup, and daily operations of the departments Computerized Maintenance Management System (CMMS) used to process campus work orders within the CMMS System.
Supports the Facilities and Planning Department with assistance in work order system software tools and associated applications for processing work requests.
Receives electronic work requests, tracks the status of open work orders, and completes all work orders after ensuring proper material costs and work hours have been computed and properly accounted for.
Generates periodic reports for shops and customers on maintenance and construction activities and status. Extracts and compiles data from source documents. Identifies input/recharge problems and resolves issues.
Implements the Preventive Maintenance (PM) program tied to assets and other setups, modules, and functionality as needed.
Assists Facilities Shop Supervisors and Leads, gathering and distributing work order system data and information through the Preventive Maintenance Program within the CMMS.
Monitors reports for past due work order requests.

Percent of Time: 25

Customer Service & Communication (25%)

Provides excellent customer service, managing phone calls and radio dispatch for the work order desk. Dispatches emergency or time-sensitive requests to the appropriate trades shops.
Responds to customer requests by telephone, email, and voicemail regarding the status of work orders. Works with departmental supervisors and personnel on related day-to-day facilities administrative and clerical issues.
Assists shop personnel in notifying the campus of scheduled and unscheduled utility shutdowns and maintenance disruptions. Maintains a database for utility shutdowns and filing of source documents for auditing purposes.
Assists walk-in customers at the warehouse counter and coordinates with staff to ensure all customers are helped in a timely and efficient manner.

Percent of Time: 25

Administrative & Clerical Support (20%)

Performs word processing, spreadsheet, and database input/reporting functions. Proofreads and verifies the accuracy of data input. Troubleshoots discrepancies on timecards.
Formats transcriptions; records and publishes meeting minutes; composes letters, acknowledgments, and notifications.
Maintains a well-organized filing system for purchase requisitions, packing lists, issue records, receipt files, vendor information files, etc.
Inventories clerical supplies and orders as needed.

Percent of Time: 20

Inventory, Procurement & Supply Management (25%)

Maintains and utilizes the computerized inventory and job costing systems to assist Facilities & Planning with procuring supplies and equipment using department-standard procedures.
Receives, counts, confirms, and records inventory as it is unloaded from trucks and loading docks into the CMMS System efficiently and accurately to ensure proper inventory levels.
Manages the receiving function for all university materials, verifies order accuracy, processes and records discrepancies, and coordinates merchandise returns to vendors.
Records vendor discrepancies and deviations from contract requirements; seeks vendor adjustments as necessary.
Research new sources of supplies, locates, and contacts vendors and suppliers.
Maintains and determines appropriate inventory levels in a timely manner by reviewing and adjusting re-order points and ordering materials as needed.
Completes an annual comprehensive inventory report.
Ensures merchandise is properly secured and stored in a safe and organized environment.
Responsible for assisting Facilities and Planning employees with procurement card processes

Percent of Time: 25

Student Employee Supervision (5%)

Responsible for the direction of student employees, including employment processes, training, evaluation, and hiring recommendations.
Provides training and guidance to Facilities and Planning personnel on purchasing procedures and guidelines.
Assists Facilities and Planning employees with procurement card processes.

Percent of Time: 5
Conditions of Employment:

During the course of university employment this position will be involved in the receipt of, or accountability for, university funds or other items of value; as well as the unsupervised access with the developmentally disabled, vulnerable adults or children under the age of 16. The offer of employment is contingent upon successful completion and passing of a background check prior to beginning employment.
All new employees will comply with EWU Immunization Policy 602-02 and provide proof of immunity or vaccination to MMR before beginning work at EWU. Waivers for the immunization requirements are available for medical or sincerely held religious beliefs.
After starting employment, employees will complete required training. In person and Zoom training opportunities will be posted on InsideEWU and are listed on the Human Resources webpage at https://inside.ewu.edu/hr/training/.
This position is covered by the Washington Federation of State Employees Collective Bargaining Agreement:
https://in.ewu.edu/hr/wp-content/uploads/sites/40/2023/06/WFSE-EWU-CBA-Barg.-Units-1-and-2-FINAL-2023-2025.pdf

Salary Information:

$44,580 (minimum) up to $59,568.00. Where the hired candidate will begin within this range is dependent on education, experience, and skills.

Posting Date: 06/03/2025
Open Until Further Notice: No
Closing Date: 6/17/2025
Screening to Begin: 06/18/2025

Special Instructions to Applicants:
Submit your application materials through our online applications portal provided below. If you are unable to submit through the applicant portal, please contact Human Resources Services at (509) 359-2381.

To apply, visit https://jobs.hr.ewu.edu/postings/13665