Workflow Coordinator

Job Summary

The Workflow Coordinator is responsible for coordinating the day-to-day workflow to ensure that all deliveries and pickups are handled in a timely, accurate, secure and efficient manner for San Jose State University. The Workflow Coordinator is a working lead and is responsible for leading, guiding and training the staff and student team members under the general supervision of the Distribution Services Manager.

• Coordinate the daily in/outbound workflow for the campus, forklift and off-campus delivery routes
• Schedule route coverage by maintaining students' and staff schedules
• Organize the incoming packages and freight shipments to maximize delivery efficiency and accuracy
• Act as the department contact for the carriers regarding scheduling needs
• Receive, inspect and systematically document incoming parcels and freight
• Note, document and advise any discrepancies or damaged inbound items
• Ensure that all outbound mailings and shipments are staged, scanned and ready
• Assist drivers in loading and unloading
• Maintain the tracking system database data - make corrections, add/remove users, locations
• Work with the vendor and IT to install updates to the associated scanners and computers
• Provide simple reports regarding carrier-related issues - ex. arrival times, inbound volume
• Lead subordinate employees in the performance of various warehouse processes
• Train staff and students on delivery routes, proper package handling and tracking system processes
• Assign support staff in direct response to absent and/or late employees or delayed carriers

• Establish and maintain working relationships with carriers, campus customers and vendors
• Monitor and maintain the warehouse shipping supplies usage and distribution
• Ability to coordinate workflow, manage multiple priorities, and meet critical deadlines
• Proficiency in current word processing, spreadsheet, and relevant software applications
• Skilled in managing projects, timelines, and collaborative work across units
• Ability to take initiative and independently plan, organize, and coordinate work in an environment with multiple competing demands
• Ability to work effectively and collaboratively with individuals at all levels of the organization
• Ability to provide lead direction and training while fostering a collaborative team environment
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices

• Two years of experience in a storeroom or warehouse in the performance of work involving the receipt, storage, and issuance of a variety of supplies, material, and equipment.

A valid driver's license is required for this position. Out of state candidates selected for the position must obtain a State of California driver's license within 10 days of hire in accordance with the California Department of Motor Vehicles regulations.
Once hired the employee must successfully complete the Defensive Driver Training Program provided by the State of California for California State University campuses.

• High School Diploma
• Three to five years leading 5-15 employees
• Three to five years of distribution, mail room, or warehouse experience
• Experience with general warehousing procedures
• Experience with domestic and international carrier processes (DHL, Fed Ex, UPS, USPS, etc.)
• One to two years of experience driving sit-down/stand-up forklifts
• Experience with MS Excel, Word, and Access
• Excellent written communication skills

Classification:
Shipping and Receiving Assistant I
Anticipated Hiring Range:…