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University of Rochester Supervisor Mail Services - 237060 in Rochester, New York

Supervisor Mail Services Job ID 237060

Location Central Administration Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 052 Mail-Fac & Services

Schedule

8 AM-5 PM

Responsibilities

General Purpose:

To manage all aspects of, and maintains responsibility for the Mail & Courier Services department to include the Campus Mail Center (CMC), and departmental mail delivery operations on the University Campus. The Campus Mail Center Supervisor has authority over his/her direct reports to include student employees. He/she is responsible for the hiring, training, evaluation, discipline and termination of the division employees. The CMC Supervisor is part of the Mail & Courier Services management team and is involved in assisting the manager in maintaining and cultivating the overall operation.

The CMC Supervisor coordinates division functions to ensure compliance with the University mail and delivery procedures. He/she possess expertise in the various mailing processes regarding USPS retail sales, pertinent US Postal regulations, UPS, FedEx and DHL carrier protocols. The CMC Supervisor oversees the mail delivery routes throughout the University Campus; develops and implements efficient routes; ensures security and timely delivery of all mail and material. He/she is expected to be an active member of professional industry associations.

The CMC Supervisor has high levels of customer interaction and must demonstrate efficient communication skills. He/she is expected to work within a team framework; share and communicate information to staff whose work they oversee, peers, and higher management; and be able to use independent judgment and problem solve. He/she is expected to prioritize tasks, direct staff, and advise the manager regarding the department’s goals, vision, and direction.

Job Description/Task List – Essential Duties

  • Leadership – plans, organizes and supervises the work of the Campus Mail Center and River campus departmental mail deliveries; ensures consistent quality of service to customers and compliance with departmental standards. Assign tasks and direct front line staff including Work Leader, full time Mail Clerks, student, and temporary workers; prioritize work and oversee its completion; participate in management meetings, both departmental and divisional

  • Finances – maintain, handle, and account for designated postal, shipping, and retail sale funds to include postage stamps, cash, checks, and FLEX; UPS; FedEx; package products; balance cash drawers and report sales. Prepare bank deposits, inform Finance of ACH transfers, and report daily sales to the Bursar’s Office. Conduct regular internal audits.

  • Mail & Package delivery – monitors delivery of mail and packages to students and departments. Oversees the River Campus delivery route and proper receipt of mail; materials; confidential correspondence, payroll, prescriptions and cashier bags. Monitors service to customers; develops and implements efficient routes and timeliness of deliveries. Propose early solutions to customers when delivery runs off schedule

  • Problem Solving – develop processes and procedures to allow for efficiency and minimize problems; answer staff questions; determine and implement appropriate actions when necessary; investigate errors and recommend solutions; remain well-informed of Carrier changes in regulations and postal rates. Recommend and implement new procedures designed to increase productivity and maximize equipment capacity.

  • Customer Interaction – answer detailed questions regarding USPS postal rates and regulations as well as rates and regulations for UPS and FedEx; clarify customer’s expectations; inform customers of the status of their mail.

  • Administrative – interview and hire for vacant positions; manage time-labor processes and maintain all relevant records; maintain suitable inventory of postal and package supplies; maintain suitable inventory of postage stamps; schedule and prioritize processing times based on customer expectations and department guidelines; collect production data for management reports; request service calls on equipment and physical location.

  • Employee Development – instruct all staff regarding policies and procedures, postal regulations, department standards, retail operations, and how to use assigned equipment. Meets individually with staff to set goals, review progress, offer coaching and plan career growth. Provide annual Performance Evaluations; administer progressive discipline up to and including termination, and maintain all relevant records, keeping manager apprised of successes and challenges.

  • Safety/Security – maintain safe and secure environment in accordance with University and department guidelines; ensure that all employees are trained to use equipment. Maintain and update department’s disaster Recovery and contingency plan

  • Marketing – develop and update marketing and information materials such as website, brochures, computer presentations, and user’s guide.

  • Reports – prepare routine financial statements/accounting reports in accordance with departmental format; prepare monthly variance reports; prepare special projects/reports for the Manager as assigned. Maintain student records through ISIS, manage rental of mailboxes.

  • Maintaining Records – responsible for retention and storage of financial records in accordance with University and departmental policies and proper accounting principles.

  • Area Maintenance – ensure that the workspace is clean and organized and materials are stored in their proper location; ensure staff is following proper recycling procedures.

  • Quality Control – ensure all materials produced and processed meet customer expectations, USPS regulations, and department standards.

  • Other Duties as Assigned – reassignment to any task that meets the needs of the University, department, or customers as required.

Education/Experience (minimum required):

Bachelor’s degree and 2 years relevant experience or an equivalent combination of education and experience.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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