ISP Fulfillment Coordinator - Institute for School Partnership

Washington University in St. Louis; Missouri; On-site; USD 26,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Metro transit U-Pass

Tuition benefits

Job summary

Washington University in St. Louis seeks an organized warehouse operations coordinator to manage kit fulfillment, administrative tasks, and coordinator communications with districts. You will build and refurbish kits, process orders in Fishbowl, and maintain detailed inventory and documentation.

The role requires strong attention to detail, ability to lift 25+ lbs, and willingness to work evenings or weekends as needed in a warehouse setting. Experience with Fishbowl and HubSpot is a plus.

Qualifications

• Education: High school diploma or equivalent high school certification or combination of education and/or experience.
• Preferred Qualifications: Associate or bachelor's degree. Three (3) years of combined warehouse and administrative experience.
• Experience with Fishbowl Inventory system.
• Experience with HubSpot and Adobe Illustrator.
• Certifications: OSHA Forklift.

Responsibilities

• Administrative Tracking of mySci Kits and Orders
• Create and process sales orders in Fishbowl for all kit deliveries and facilitator kit check-outs; issue orders, quick-fulfill, and print packing lists.
• Duplicate sales orders as credit return orders for scheduled pick-ups; manage consumables removal from the return list.
• Generate pick-up documentation, including blue-slip copies used for missing-kit tracking left with school offices.
• Maintain the kit tracker (Google Sheets) with delivery dates, return dates, kit numbers, and comments per district.
• Run reports in Fishbowl, including the Customer Address List and the Outstanding Kit Report; use them to plan routes and follow up on unreturned kits.
• Update Fishbowl customer and product records; add new customers when needed and coordinate with the Director on new district set-up.
• Create and update kits labels based on packing lists.
• Kit Building and Refurbishment: Physically build, pack, and refurbish mySci kits between school pick-ups and deliveries, ensuring each kit meets the standard packing list before it leaves the warehouse. Inspect returned kits for missing or damaged items; document shortages, restock consumables, and prepare kits for their next classroom.
• Maintain organized inventory of kit materials, consumables, and non-consumables across the warehouse and storage areas (including refrigerated storage for live materials like mealworms).
• Coordinate with the warehouse team on delivery and pick-up logistics, including taking and filing delivery photos to Google Drive for verification.
• Support delivery-day operations, including staging kits, printing delivery paperwork, and ensuring address sheets accompany each order.
• District & Partner Communications: Send delivery and pick-up reminder emails to partner districts and schools in advance of scheduled dates. Send post-pick-up results emails, including acknowledgments for successful pick-ups and follow-ups for missing kits. Respond to district contacts about missing kit items and scheduling changes.
• Coordinate with the program manager on facilitator kit check-outs, including preparing consultant copy requests and staging kits and copies for consultant retrieval.
• Warehouse Administration & Documentation: Maintain the Operations Handbook with current procedures for kit fulfillment, Fishbowl workflows, and vendor ordering. Handle facilitator kit check-out forms received by email; log requests, prepare kits and copies, and place them for consultant pick-up. Support the annual Summer Institute preparation with kit staging and material readiness (in coordination with the office coordinator on printing, binding, and swag). Perform other duties as assigned.

Skills

Customer Service

Detail-Oriented

Google Sheets

Google Workspace

Heavy Lifting

Microsoft Office

Organizing

Verbal Communications

Written Communications

Education

High school diploma or equivalent

Associate or bachelor's degree (preferred)

Tools

Fishbowl Inventory

HubSpot

Adobe Illustrator

Job description

Location

SAINT LOUIS, MO 63130

Scheduled Hours

40

Position Summary

Serves as the operational and administrative backbone of mySci's kit fulfillment lifecycle, combining warehouse-based kit assembly and refurbishment with the administrative work required to move kits from inventory to partner districts and back. Coordinates deliveries and pick-ups and communicates directly with partner districts around delivery, pick-up, and missing materials.

Job Description Primary Duties & Responsibilities

• Administrative Tracking of mySci Kits and Orders
• Create and process sales orders in Fishbowl for all kit deliveries and facilitator kit check-outs; issue orders, quick-fulfill, and print packing lists.
• Duplicate sales orders as credit return orders for scheduled pick-ups; manage consumables removal from the return list.
• Generate pick-up documentation, including blue-slip copies used for missing-kit tracking left with school offices.
• Maintain the kit tracker (Google Sheets) with delivery dates, return dates, kit numbers, and comments per district.
• Run reports in Fishbowl, including the Customer Address List and the Outstanding Kit Report; use them to plan routes and follow up on unreturned kits.
• Update Fishbowl customer and product records; add new customers when needed and coordinate with the Director on new district set-up.
• Create and update kits labels based on packing lists.
• Kit Building and Refurbishment: Physically build, pack, and refurbish mySci kits between school pick-ups and deliveries, ensuring each kit meets the standard packing list before it leaves the warehouse. Inspect returned kits for missing or damaged items; document shortages, restock consumables, and prepare kits for their next classroom.
• Maintain organized inventory of kit materials, consumables, and non-consumables across the warehouse and storage areas (including refrigerated storage for live materials like mealworms).
• Coordinate with the warehouse team on delivery and pick-up logistics, including taking and filing delivery photos to Google Drive for verification.
• Support delivery-day operations, including staging kits, printing delivery paperwork, and ensuring address sheets accompany each order.
• District & Partner Communications: Send delivery and pick-up reminder emails to partner districts and schools in advance of scheduled dates. Send post-pick-up results emails, including acknowledgments for successful pick-ups and follow-ups for missing kits. Respond to district contacts about missing kit items and scheduling changes.
• Coordinate with the program manager on facilitator kit check-outs, including preparing consultant copy requests and staging kits and copies for consultant retrieval.
• Warehouse Administration & Documentation: Maintain the Operations Handbook with current procedures for kit fulfillment, Fishbowl workflows, and vendor ordering. Handle facilitator kit check-out forms received by email; log requests, prepare kits and copies, and place them for consultant pick-up. Support the annual Summer Institute preparation with kit staging and material readiness (in coordination with the office coordinator on printing, binding, and swag). Perform other duties as assigned.

Working Conditions

• Job Location/Working Conditions: Ability to work evenings and weekends as needed. Work in adverse conditions. Warehouse has no air conditioning and minimal heat. Temperatures range from 50 - 60 degrees in the winter and up to 110 degrees in the summer.
• Physical Environment: Requires extensive safety training. Stockroom or warehouse. Exposure to moving machinery. Exposure to chemicals. Dust, dirt, grease or other disagreeable elements. Requires protective devices.
• Physical Effort: Typically standing or walking. Typically running or climbing. Typically bending, crouching, stooping. Repetitive wrist, hand or finger movement. Ability to move to on and off-campus locations. Frequent lifting 25 lbs. or more. Carry 25 - 50 lb. kits up multiple flights of stairs to deliver to school sites.
• Equipment: Office equipment. Operate a motor vehicle. May drive a forklift. Use a 2 wheel hand truck to move up to 250 lbs. up a ramp to load the box truck for delivery and down the ramp at the schools. Reverse the process when picking kits up at schools and unloading at the warehouse. Operate shop tools (saws, drills, drill presses, pallet jack, hand tools). Heavy equipment (buffers, movers, forklift, etc.). May drive up to a 26 ft. box truck and are required to deliver/pick up in adverse weather conditions.

Required Qualifications

• Education: High school diploma or equivalent high school certification or combination of education and/or experience.
• Certifications/Professional Licenses: No specific certification/professional license is required for this position.
• Work Experience: No specific work experience is required for this position.
• Skills: Not Applicable
• Driver's License: A driver's license is not required for this position.
• Preferred Qualifications: Associate or bachelor's degree. Three (3) years of combined warehouse and administrative experience. Experience with Fishbowl Inventory system. Experience with HubSpot and Adobe Illustrator.
• Preferred Qualifications Education: No additional education unless stated elsewhere in the job posting.
• Certifications/Professional Licenses: Powered Industrial Trucks (Forklift) - Occupational Safety and Health Administration (OSHA)
• Work Experience: No additional work experience unless stated elsewhere in the job posting.
• Skills: Customer Service, Detail-Oriented, Google Sheets, Google Workspace, Heavy Lifting, Microsoft Office, Organizing, Physical Work Conditions, Strive for Excellence, Verbal Communications, Written Communication

Grade G07-H Salary Range

$19.29 - $29.91 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Q: Can I create a job alert to notify me when jobs of interest are posted? A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities!

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request. All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal Up to 22 days of vacation, 10 recognized holidays, and sick time. Competitive health insurance packages with priority appointments and lower copays/coinsurance. Take advantage of our free Metro transit U-Pass for eligible employees. WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%. Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more! Family We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered. WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us. For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.

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