Central Receiving Coordinator

Job Description Finance, Planning, and Budgeting (FPB) has an outstanding opportunity for a Central Receiving Coordinator to join their team. About this Opportunity Under the supervision of Program Support Supervisor II, the Central Receiving Coordinator supports the University of Washington’s centralized receiving model. This position is responsible for overseeing the intake, inspection, documentation, and staging for distribution of goods across campus, ensuring standardized receiving practices and accurate Workday transaction processing. The Coordinator processes and uploads documentation for audit and payment purposes, tracks the chain of custody from receipt to outgoing delivery, communicates receiving issues and supports customers to address these issues, and upholds strong internal controls to reduce departmental administrative burden and aligns with higher education supply chain best practices. Operating with considerable independence, the role involves interpreting and applying rules and regulations, advising staff, faculty, and program participants, to ensure consistent receiving practices, accurate Workday transaction processing, proper handling of documents for audit and payment release, and reliable chain-of-custody tracking from receipt through outgoing delivery. The role is critical to improving internal controls, reducing administrative burden on departments, and aligning UW with higher education supply chain best practices. Key Responsibilities Receiving & Inspection (30%) Receive all inbound campus deliveries at the designated Central Receiving facility Inspect shipments for accuracy, completeness, and visible damage Identify discrepancies, damages, or missing items and initiate appropriate follow-up Workday Transaction Processing (20%) Record receipt of goods in Workday accurately and in a timely manner to support payment release Upload packing slips and related documentation into Workday to support a complete audit trail Ensure compliance with UW financial controls and documentation standards Internal Distribution (20%) Coordinate and execute timely delivery of goods to campus departments and individuals Prioritize deliveries based on operational needs while maintaining service consistency Communicate effectively with departments regarding delivery status and exceptions Chain-of-Custody & Tracking (10%) Apply delivery reports and tracking identifiers to all received items Utilize chain-of-custody systems to enable end-to-end visibility from receipt to outgoing delivery Maintain accurate hand-off records for internal distribution. Exception Handling & Compliance (10%) Recognize and route excluded delivery types (e.g., controlled substances, live animals, time-sensitive research materials) according to established carve-out procedures Coordinate with appropriate campus partners to ensure regulatory and operational compliance for excluded items. Deliver critical or urgent packages, out of cycle, as needed Keep work areas clean, organized, and free from hazards Continuous Improvement & Customer Service (10%) Support standardized receiving processes to reduce variability and improve efficiency campus-wide Provide customer-focused service to departments transitioning from decentralized receiving Identify process issues and suggest operational improvements as Central Receiving evolves Other duties as assigned Required Qualifications To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration Minimum Qualifications High school diploma or equivalent and 2 years of experience in receiving logistics, warehousing, mailing services logistics, or supply chain operations. Must possess a valid driver's license and a clean driving record to operate university vehicles. Experience processing high volume transactions and documentation in an enterprise system (e.g., Workday). High attention to detail and the ability to follow standardized procedures. Effective communication and customer service skills. Sufficient reading, writing, and math skills needed to accurately complete work and consistently ensure a match of packing slip to package contents Preferred Qualifications Experience with Workday or similar financial/receiving systems. Familiarity with higher education, public sector, or complex organizational environments. Experience supporting chain-of-custody processes. Ability to manage multiple deliveries and priorities in a high-volume environment. Experience with material handling equipment Working Conditions Read address labels, packing slips and box contents, and shipping and receiving equipment (i.e., hand-held scanning tools, computers, etc) Utilization of pallet jacks and other warehouse equipment Manual dexterity required for handling products, labeling, scanning and data entry Lift/Carry Frequently lift and carry up to 50 lbs. without assistance Occasionally lift and carry 50-75 lbs. without assistance Frequently push/pull and carry up to 50 lbs. without assistance Occasionally push/pull and team carry greater than 50-75 lbs. Kneel/crouch, stoop (bend at waist), twist (knees/waist/neck), and push/pull with weight of package up to 8 hours per day Regular handle packages and packaging materials Stand and walk more than 5 hours per day Work performed primarily in a central receiving and warehouse environment which includes mechanical noise and varying temperatures May be required to operate university vehicles and ride electric assist bicycles up to 3 miles About the Team Finance, Planning, and Budgeting (FPB) encompasses the major central financial, planning, analytical, and budgeting functions for the University of Washington, including: Financial Stewardship & Operations Institutional Analytics & Decision Support Budget, Policy & Strategy University Business Service Real Estate Treasury Creative Communications (C2) is the University of Washington’s centralized provider of design, web, printing, copying, and mailing services, supporting the Seattle, Bothell, and Tacoma campuses as well as UW Medicine. As a division of Finance, Planning & Budgeting, C2 partners with departments, faculty, students, and staff to deliver high‑quality, cost‑effective communication and logistics solutions, from concept through production and distribution, while emphasizing customer service, operational efficiency, and sustainability. Compensation, Benefits and Position Details Pay Range Minimum: $45,144.00 annual Pay Range Maximum: $58,632.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/ Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: WFSE Campuswide About the UW Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 . To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu . Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .