Careers | University of West Florida

Inventory/Property Coordinator 12942T

Apply now Job no: 495675
Work type: Staff Full-time
Location: Pensacola - Main Campus
Categories: Staff, Controller's Office

The University of West Florida is an Equal Opportunity/Access/Affirmative Action/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 1-850-474-2694 (voice) or 1-850-857-6158 (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law.

Please review job requirements carefully. Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: https://careers.uwf.edu. For assistance contact UWF Human Resources at 850-474-2694 or jobs@uwf.edu.

Employment based visa sponsorship will NOT be considered for this position.

Position Number:	12942T
Position Title (Classification Title):	Coordinator II
Working Title:	Inventory/Property Coordinator
Job Summary:	Serve as backup to the Property Manager for the complete equipment inventory program for the University. Plans and coordinates work assignments to assure entire University inventory is taken annually as required by Florida Statute 273. Advises Accountable Officers in locating property and completing proper documentation. Continually verifies the accuracy of information in FAAMAST (Banner) and updates as necessary. Schedules various Banner reports to assist departments in managing inventory problems and to provide inventory lists for all Accountable Officers. Assist in the administration of the University's Risk Management/insurance programs. Serves as backup for the Fixed Asset Accountant and the security administrator. In accordance with UWF Human Resources Policy HR-20.02-09/15, Recruitment, Selection, and Appointment, a time-limited appointment is a position funded by contract and grant, auxiliary, or local fund, for a project for a specific period. A time-limited position shall have the same rights as a regular position except that the position is not entitled to notice of separation at the expiration of the appointment and shall not have layoff and recall rights.
Department	Controller's Office
FLSA:	Exempt
Minimum Qualifications:	Masters degree in an appropriate area of specialization; or a bachelors degree in an appropriate area of specialization and two years of appropriate experience.
Position Qualifications:	Knowledge of insurance, State rules and regulations, and University policies and procedures. Knowledge of computers, various PC software systems and the Banner Finance System is required. Knowledge of internal controls and security systems. Knowledge of University structure, operations and environment. Knowledge of Florida Statute 273, Property Survey Board Charter and Property Procedural Policy, Rules of the Auditor General, departmental contacts, and building floor plans. Knowledge of Banner Finance screens for fixed assets and reports menu.
Preferred Qualifications	Experienced with computers, and software. Strong written & verbal communication skills. Strong skills in organization, communication, prioritization and meeting deadlines. Knowledge of property inventory and surplus programs (2 - 3 years) in a University environment. Familiar with Florida statutes, Admin Policy, Auditing rules. Familiar with Insurance and Risk Management. Familiar with internal controls and security issues in a financial environment.
Essential Functions / Job Duties:	30% - Serve as backup to the Property Manager who coordinates and performs the annual collection of inventory information for all University equipment at all on and off campus sites (including, but not limited to, downtown Pensacola locations and Ft Walton Beach campus). Ensures all data is accurately loaded into the Banner property inventory records. Analyzes and edits data from upload. Verifies room and building locations by cross-referencing official University building maps. Primary liaison with Architectural and Engineering Services and Facilities Management with department relocations. Ensures that all of Financial Services’ inventory equipment receives regular maintenance and is repaired as necessary. Communicates all pertinent information and inquiries to Survey Board. - (Essential) 20% - Assist in the day-to-day operations related to the University’s Risk Management and insurance programs. This includes researching and responding to customer inquiries, risk assessments, policy/coverage interpretation, filing of claims, analysis of data and other related duties. - (Essential) 15% - Interprets policies and procedures including Florida Statues, Rules of the Auditor General, and the University policies to the University Community, Conducts campus wide workshops relating to area of responsibility. Coordinates the replacement tag program and the tagging of new or donated equipment items. Apply tags to building doors on new buildings when construction is complete or leasing arrangements are finalized. Responsible for maintaining all document files pertaining to the equipment inventory (missing/ stolen/ transfer/ survey/ signed inventory). Responsible for updating the Banner Property Master file with any changes in location accountability as reflected on the inventory reports, transfer forms, survey forms or departmental requests. Primary liaison with Security in identifying units with security problems and provides assistance in the identity and recovery of missing/stolen property. Responsible for submission of annual missing/stolen equipment report to the University Police Department. Monitors the status of missing items reported by department. Ensures that annual reports of non-inventoried property are distributed to Department Heads, Deans, Vice Presidents and the university President as appropriate. Responsible for the submission of the annual write off of missing/stolen equipment to the University Vice-President and President. - (Essential) 10% - Develops and administers policies and procedures related to Property Inventory and Accountability, Insurance and Risk Management, and Banner Finance Security. Other related duties and projects as assigned. - (Essential) 5% - Serves as backup Security Administrator. Reviews Access Requests for appropriateness and proper approval, and updates security system as necessary. - (Essential) 10% - Reviews survey forms for correctness and completeness and submits requests according to Property Manual procedures. Verifies that all items have been moved to surplus or transferred to other departments and ensures that all required forms are completed. Monitor JIRA workflow for Property Survey and resolve tickets in “limbo” status. Verifies surplus property listing submitted to the Property Survey Board is accurate and reflects all special requests. Obtains vote from the Property Survey Board for all trade-in and cannibalization requests on an as needed basis between regularly scheduled meetings. Conducts the Property Survey Board meeting and prepares minutes of all meetings. Write off equipment for disposal, through surplus, missing/stolen and transferred method. - (Essential) 10% - Serve as backup for the Fixed Asset Accountant for adding, tracking and monitoring asset additions to the University ERP system. Monitor JIRA workflow for Vehicle Registrations. Assist in the management of leases within the LeaseQuery software. - (Essential)
Physical Demands:	Physical Requirements: Regularly involves lifting, bending or other physical exertion. Often exposed to one or more disagreeable environmental factors, such as heat, cold, noise, dust, dirt, chemicals, etc., with often to the point of being objectionable. Impact of Deadlines: Routine deadlines. Usually sufficient lead time. Variance in work volume, seasonal, and predictable. Priorities can be anticipated. Some interruptions are present. Involves occasional exposure to demands/pressures from persons other than immediate sup. Standing: Daily Walking: Daily Sitting: Daily Reaching with hands and arms: Daily Climbing or balancing: Daily Stooping: Daily Use of hands to handle objects: Daily Lifting up to 10lbs: Daily Lifting up to 25lbs: Daily Lifting over 25lbs: Daily Talking as express or exchange of ideas verbally: Daily Hearing as perceive sound by ear: Daily Vision as distinguish colors & depth: Daily
Special Requirements or Considerations of the Job:	This position requires fingerprinting. This position requires a criminal background screen.
Number of Vacancies	1
Work Hours	8:00am - 5:00pm
Contract Period	thru January 16, 2026
FTE	1.0
Salary Range	$47,000 - $49,000
Pay Basis	Annually
Preferred Response Date:	10/15/2024
Special Instructions to Applicants:	Candidates must apply online through the University of West Florida website: https://careers.uwf.edu. Applicants are required to attach a resume, cover letter and contact information for three references. References will be contacted upon submission of this application. An opportunity to upload these documents will be provided during the application process. For assistance, please contact Human Resources at 850-474-2694 or email jobs@uwf.edu.

Advertised: September 13, 2024
Applications close:

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Position	Location	Closes
Inventory/Property Coordinator 12942T	Pensacola - Main Campus
Serve as backup to the Property Manager for the complete equipment inventory program for the University. Plans and coordinates work assignments to assure entire University inventory is taken annually as required by Florida Statute 273. Advises Accountable Officers in locating property and completing proper documentation. Continually verifies the accuracy of information in FAAMAST (Banner) and updates as necessary. Schedules various Banner reports to assist departments in managing inventory problems and to provide inventory lists for all Accountable Officers. Assist in the administration of the University's Risk Management/insurance programs. Serves as backup for the Fixed Asset Accountant and the security administrator. In accordance with UWF Human Resources Policy HR-20.02-09/15, Recruitment, Selection, and Appointment, a time-limited appointment is a position funded by contract and grant, auxiliary, or local fund, for a project for a specific period. A time-limited position shall have the same rights as a regular position except that the position is not entitled to notice of separation at the expiration of the appointment and shall not have layoff and recall rights.

Position	Location	Closes
Inventory/Property Coordinator 12942T	Pensacola - Main Campus
Serve as backup to the Property Manager for the complete equipment inventory program for the University. Plans and coordinates work assignments to assure entire University inventory is taken annually as required by Florida Statute 273. Advises Accountable Officers in locating property and completing proper documentation. Continually verifies the accuracy of information in FAAMAST (Banner) and updates as necessary. Schedules various Banner reports to assist departments in managing inventory problems and to provide inventory lists for all Accountable Officers. Assist in the administration of the University's Risk Management/insurance programs. Serves as backup for the Fixed Asset Accountant and the security administrator. In accordance with UWF Human Resources Policy HR-20.02-09/15, Recruitment, Selection, and Appointment, a time-limited appointment is a position funded by contract and grant, auxiliary, or local fund, for a project for a specific period. A time-limited position shall have the same rights as a regular position except that the position is not entitled to notice of separation at the expiration of the appointment and shall not have layoff and recall rights.

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11000 University Parkway
Building 20E, Room 117
Pensacola, FL 32514

850.474.2694 Main
jobs@uwf.edu

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8 a.m. - 5 p.m.

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