University Of Washington Looking for Transportation Logistics Specialist at Seattle WA Full Time

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The Shipping and Receiving team at the Applied Physics Laboratory at the University of Washington is hiring – see yourself at APL!

The Applied Physics Laboratory is a research unit at the University of Washington. Our research expertise is in ocean physics and engineering, ocean and medical acoustics, polar science, environmental remote sensing, and signal processing.

We conduct research and development that is sponsored by a variety of federal and state agencies, and take great pride in our long-standing status as a US Navy-designated University Affiliated Research Center (UARC). Our work takes place not only on the University of Washington campus and medical centers, but in field locations around the world – at sea, in the air, and on polar ice caps. We apply rigorous scientific inquiry and engineering excellence in pursuit of solutions to important problems for the good of our region, nation, and world.

Diversity is a core value at University of Washington and the Applied Physics Laboratory shares this commitment. We are focused on building and sustaining an inclusive and equitable research environment for all students, staff, and collaborators. We believe every member on our team enriches our community by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions.

The University of Washington (UW) Applied Physics Laboratory (APL) conducts research programs across the globe, including remote field locations such as polar ice caps and at sea in the world’s oceans. Effective and efficient transportation logistics and procurement services are vital to the success of this research effort.

The Transportation Logistics Specialist assists the APL Export Control and Shipping and Receiving Administrator in handling high volumes of these complex world-wide transactions, including transportation of specialized, precision research equipment; compliance with export control regulations; shipping, receiving, and disposal of hazardous materials; and ensuring accuracy and data integrity of Laboratory inventory management system.

The Transportation Logistics Specialist ensures compliance with a complex matrix of domestic and international laws and regulations, and that equipment and other research items are transported on time, intact, and at the lowest cost to any research location in the world, whether on land or at sea. This position will also provide back up assistance to the APL-UW Procurement Office in the acquisition of Laboratory goods and services.

RESPONSIBILITIES:

Transportation Logistics:

Provides vital day-to-day logistical, planning and program management assistance for the worldwide transportation of University goods.

Interprets complex requirements for the acquisition and transportation of materials and equipment, including items which have federal security designations (e.g., classified).

Requirements include Laboratory guidelines, institutional policies, sponsors’ contractual requirements, agency regulations, and state, federal, and international law.

Failures in compliance are significant, ranging from delays in receipt of research equipment which can jeopardize the field work required to complete the research, to violations of law which can incur significant monetary penalties (tens- to hundreds-of-thousands of dollars), prohibition on shipping activities, and imprisonment.

Transportation Logistics Advisor to APL and UW community:

With Export Control/Shipping and Receiving Administrator, serves as transportation logistics subject matter expert to the APL-UW Department Heads, Center Directors, Principal Investigators (PIs), and other UW researchers in the interpretation and implementation of complex domestic transportation requirements and procedures and document preparation.

Advises researcher of country-specific documentation requirements, including customs and other documents such as carnets which appropriately avoid fees and duty charges related to import of goods.

Day-to-day operations concerning domestic and international inbound and outbound research shipments, including shipments containing classified materials and hazardous materials:

Maintains effective working relationships with freight carriers and forwarders, including UW-contracted vendors for customs brokerage and freight forwarding.

For outbound shipments, ensures proper packing, documentation, labeling and coordination with freight companies, including but not limited to, obtaining quotes, shipping timelines and container availability, packing and labeling.

For incoming shipments, ensures proper tracking, receipt, documentation, and distribution of ordered goods; and, reconciliation of packing slips and vendor statements.

Coordinates APL-UW program for the disposition of hazardous goods, supplies, chemicals and other compounds per UW procedures. Coordinates with UW Environmental Health and Safety for proper storage and disposal of hazardous materials. Interprets complex standards and guidelines to advise UW shipper and shipping carrier (e.g., ground, air) of the type of booking appropriate for the item and provide the appropriate and accurate documents for pre-flight approval.

Problem-Solve Logistical Issues:

Relying upon thorough knowledge of complex standards and guidelines, interprets their provisions to identify solutions and alternatives to shipping challenges when shipping research-related equipment to worldwide destinations on tight deadlines.

Advises research project teams to create effective logistical timelines and schedules for loading, staging and shipping gear.

Devise creative solutions for the packing and securing of equipment with unusual and non-conventional dimensions to ensure items aren’t damaged in transit (e.g., by land, by air, by ship, and to remote and underdeveloped field locations).

Other Transportation Logistics Duties:

Maintains and coordinates the safe use, movement, and storage of goods, equipment, packing materials and personnel within internal workspaces and external loading dock areas. Maintains an organized, clean and clutter-free work site.

Assumes day-to-day responsibility for transportation logistics in the absence of the Export Control/Shipping and Receiving Administrator.

Participates with APL-wide program for recycling of goods.

Disposes of APL surplus property as per University on-line system and processes.

Monitors accounts including APL shipping account, various carrier accounts, and other contracted services accounts as directed.

Attends departmental, on-campus and off-campus transportation logistics-related meetings as a representative of APL as directed.

Maintains document files and archive materials as directed.

Procurement Department:

Duties are performed as a tertiary backup to the Procurement Department, as needed.

Processes purchasing transactions following Laboratory guidelines, institutional policies, sponsors’ contractual requirements, agency regulations, and state and federal law for the acquisition of materials and equipment.

Establishes and executes purchase order contracts with vendors using UW procurement card. Reconciles transactions, resolves invoice discrepancies.

Reconciles all shipments against APL Purchase Order system.

Prepares and maintains procurement order documents for potential audit.

Attends departmental, procurement-related meetings as required.

Participates in initial training and refresher procurement-training courses as directed by UW Procurement Services.

Assists with inventory control through updates to the University’s inventory tracking system.

Participates in equipment inventory process (currently using OASIS system). Receives complex and/or sensitive research equipment per established federal, state and University policies and procedures and within delegated authority.

Generates monthly transaction reports as needed.

REQUIREMENTS:

Bachelor’s Degree in Business, Operations, Supply Chain Management or related field and three (3) years’ experience, or, a minimum of seven (7) years of transportation logistics experience coordinating domestic shipments, and assisting with international shipments involving customs, export and hazardous material regulations.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Credentials:

Must be able to obtain and maintain all of the following:

Federal security clearance

Washington State Driver’s License

Washington State Commercial Driver’s License (CDL)

Credentials obtained through training provided by the University of Washington (e.g., US Department of Transportation Shipping Hazardous Materials certification, Forklift and Lift-Truck Operator Safety training)

Other Requirements:

Demonstrated high level of skill in the following:

Effective management of multiple projects, priorities, and deadlines

Working accurately and effectively under pressure with people, projects, and processes to achieve successful outcomes

Working collaboratively

Communicating effectively in written and spoken forms

Proactive anticipation of potential problems or challenges

Ability to occasionally travel within and out of state to support shipping/receiving and other duties in support of field research programs.

Intermediate level of proficiency with business software (e.g., word processor, spreadsheet, web browser, email)

Ability to stand or sit for long periods over the course of a work day

Ability to lift, carry and push up to 25 pounds

DESIRED:

Demonstrated customer service orientation, especially under tight timeframes and challenging logistical situations.

Demonstrated competency in project management, including multiple overlapping projects and priorities.

Experience with transportation logistics and procurement operations for international shipments involving customs, export control, and hazardous materials regulations.

Exposure/some experience with regulations affecting domestic and international shipments, issued by agencies including:

U.S. Department of Commerce (Export Administration Regulations: EAR)

U.S. Department of State (International Traffic in Arms Regulations: ITAR)

U.S. Office of Foreign Asset Control

U.S. and international customs regulations

U.S. Department of Transportation

U.S. Census Bureau

International Air Transport Association

Knowledge of the U.S. Census Bureau’s Automated Export System (AES)

Experience with the University’s Equipment Inventory System (OASIS)

CONDITIONS OF EMPLOYMENT:

May be subject to successful completion of E-Verify process.

This position requires a flexible work schedule. The incumbent’s normal work schedule may be arranged between 6:30 a.m. and 6:00 p.m. weekdays.

The incumbent must be available during the hours of highest activity in Transportation Logistics (from 9:00 a.m. to 3:00 p.m.) and to meet APL client needs. The incumbent must be available occasionally outside normal working hours to coordinate international shipments with individuals located in shipping destinations such as Taiwan, Iceland, Norway, and the Philippines. Large shipments and seasonal field research with stringent deadlines will at times require the incumbent to work beyond the normal 40-hour week, including evenings, nights and weekends.

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others.

Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your “My Jobs” page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.