Program Specialist 2 - Work Order Administration and Warehouse Inventory

Eastern Washington University; Spokane (WA); On-site; USD 44,000 - 60,000; Full time

Job summary

Eastern Washington University seeks a Program Specialist 2 to oversee work order administration and inventory management. This full-time role includes administering the CMMS, ensuring efficient operations, managing procurement, and providing excellent customer service to staff and students.

Benefits

Health insurance

Life and disability insurance

Generous vacation and sick leave

Tuition waiver for employees and eligible family members

Access to campus workout facilities

Free transportation through STA buses

Qualifications

• Bachelor’s degree or equivalent experience required.
• Experience in supply chain logistics preferred.
• Strong proficiency in Microsoft Office suite necessary.

Responsibilities

• Administers the Computerized Maintenance Management System.
• Manages inventory and procurement processes.
• Provides excellent customer service at the work order desk.

Skills

Customer Service

Communication

Data Entry

Inventory Management

Education

Bachelor’s degree in Business Administration, Facilities Management, Information Systems or related field

Tools

Microsoft Office Suite

Computerized Maintenance Management Systems (CMMS)

Job description

Program Specialist 2 - Work Order Administration and Warehouse Inventory

Please see Special Instructions for more details.

It is recommended that you print a copy of these instructions and the position posting before you begin to complete the online application, as the instructions will not be viewable once you begin the application process.

• Attach a detailed cover letter in which you explainhowyou meet each of the required qualifications (and preferred qualifications, if applicable). It is preferred that you provide that information in a bulleted list or within a table within your cover letter.
• Attach a chronological resume including work history and major duties, education, and any specialized training or skills related to the position. List at least 3 professional references including: names, titles, organization name, phone numbers, email addresses, and connection to you (these can be identical to the references listed on the application).
• Complete the online application form and respond to the online questions, if applicable.
• Mission Statement Response - EWU’s mission is to provide an inclusive, equitable, and transformative learning experience, driving the pursuit of knowledge with affordable academic excellence. We are committed to serving first-generation, Pell-eligible students. How would you contribute to this mission?

Working Title

Working Title Program Specialist 2 - Work Order Administration and Warehouse Inventory

Posting Number

Posting Number 2025022CP

Position Information

Classification Title

Classification Title Program Specialist 2

Classification Code

Classification Code 107I

RCW Exemption Criteria

RCW Exemption Criteria No Exemption

EWU Position Number

EWU Position Number C99145

CUPA Code

CUPA Code P-325000 - Administrative Specialist or Coordinator

FLSA

FLSA Non-Exempt

Bargaining Unit

Bargaining Unit BU 1

% Full Time

% Full Time 100

Salary / Wage Range

Salary / Wage Range CS - 42

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.

Anticipated Start Date

Anticipated Start Date 07/01/2025

Term of Appointment

Term of Appointment 12 months per year

Location

County

County Spokane

Project Description

Project Duration

Background Check Yes - Access to Funds or other items of value

Responsible HR User

Responsible HR User Email address

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/ .

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 region’s polytechnic, we are recognized for our distinctive approach to hands-on learning that leads to in-demand careers. EWU’s 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washington’s 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 bachelor’s and master’s 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).

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.

Equal Opportunity Statement

EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity/expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.

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/ .

Contact Kenlyn Mackey in Human Resource Services at [e-mail] to obtain a copy of the Essential Functions Analysis which will describe conditions of employment, such as physical demands.

Pre-Placement Physical

Pre-Placement Physical No

Hearing Test

Hearing Test No

Medical Monitoring Post Hire

Medical Monitoring Post Hire No

Protective Equipment

University, local, regional and state mandates for public and personal protection should be followed as needed.

Required Qualifications

• Bachelor’s 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

Work Schedule Type

Work Schedule Type Regular

Work Schedule

Typically, Monday through Friday 8:00am – 4:30pm but we offer flexibility with start and end times to support work-life balance and departmental operations.

Posting Date

Posting Date 06/03/2025

Open Until Further Notice

Open Until Further Notice No

Closing Date

Closing Date 06/17/2025

Screening to Begin

Screening to Begin 06/18/2025

Special Instructions to Applicants

It is recommended that you print a copy of these instructions and the position posting before you begin to complete the online application, as the instructions will not be viewable once you begin the application process.

• Attach a detailed cover letter in which you explainhowyou meet each of the required qualifications (and preferred qualifications, if applicable). It is preferred that you provide that information in a bulleted list or within a table within your cover letter.
• Attach a chronological resume including work history and major duties, education, and any specialized training or skills related to the position. List at least 3 professional references including: names, titles, organization name, phone numbers, email addresses, and connection to you (these can be identical to the references listed on the application).
• Complete the online application form and respond to the online questions, if applicable.
• Mission Statement Response - EWU’s mission is to provide an inclusive, equitable, and transformative learning experience, driving the pursuit of knowledge with affordable academic excellence. We are committed to serving first-generation, Pell-eligible students. How would you contribute to this mission?

Application Types Accepted

Application Types Accepted Application

Job Duties

% of Time

% of Time 25

Responsibility / Duty

CMMS Administration & Work Order Management (25%)

• Leads development, setup, and daily operations of the department’s 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.

Essential Function Indicator Yes

% of Time

% of Time 25

Responsibility / Duty

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.

Essential Function Indicator Yes

% of Time

% of Time 20

Responsibility / Duty

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.

Essential Function Indicator Yes

% of Time

% of Time 25

Responsibility / Duty

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

Essential Function Indicator Yes

% of Time

% of Time 5

Responsibility / Duty

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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).