Receiving Coordinator

Central Receiving Coordinator

Finance, Planning, and Budgeting (FPB) has an outstanding opportunity for a Central Receiving Coordinator to join their team.

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.

• 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

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

• 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

• Experience with Workday or similar financial/receiving systems.
• Familiarity with higher education, public sector, or complex organizational…