Supervisor, University Receiving, Materials and Mailing Services- Facilities Administration

Supervisor, University Receiving, Materials and Mailing Services- Facilities Administration

Salary:               Commensurate with experience 

 Benefits:            The University offers generous benefits including paid time off (holidays, holy days and vacation), employer matching contributions to the retirement plan, and tuition benefits for employees and their eligible dependents. Learn more and explore benefits at www.duq.edu/benefits

Location:                   Facilities Administration
Position Status:         Full-time                                             
Hours:                       Varied
Position Number:      273206/10-1208               
FLSA Status:             Exempt

POSITION SUMMARY:
Under the direction of the Manager, Campus Grounds, Facilities Management Fleet, and Material Logistics, this position manages and oversees the primary receiving and mailing operations throughout the Duquesne University campus while also supporting campus grounds operations. Work is reviewed for program effectiveness and overall results through conferences and reports.

DUTIES AND RESPONSIBILITIES:
(This list is neither absolute nor restrictive, but indicates approximate duties and responsibilities which may be redefined pursuant to operational needs.)

Plans, assigns, and monitors work assignments in multiple Central Receiving areas and the staff activities of campus Mail Centers

Collaborates with the Environmental Health & Safety Department regarding compliance standards for Radioactive and Chemical product handling and shipping. Creates protocol and updates procedures related to these compliance standards

Collaborates with the Office of Residence Life on student mailing and package delivering, handling, processes, adjustments, and activities

Collaborates with the Lumina Team on mailing and package delivering, handling, processes, adjustments, and others activities

Determines if Mailings are to be processed internally or are to be outsourced

Meets with United States Postal Service on reviews and audits. Keeps track of postal accounts held with the USPS, UPS, FEDEX, DHL, Amazon, etc.

Meets with DU staff and campus community about Best Management Processes for on campus Mailing, Shipping, Receiving, etc.

Communicates changes or updates in Postal regulations to staff and campus departments

Monitors performance and workload trends which are captured and entered in the Stores Performance Report for both Receiving and Mailing

Utilizes automated time and attendance system (Kronos) to report payroll and time management for assigned staff

Directs, hires and supervises the training of both staff and student aides for both Receiving and Mailing Services

Continuously monitors and accesses all areas under the department for efficiency, performance and improvement. Determines the most cost effective, efficient and innovated ways to realize cost savings while maintaining the most effective department possible

Develops and maintains the University Mail Run Schedule

Locates, negotiates pricing and considers logistics that are involved with the procurement of mailing services equipment and other programs

Manages department operating and controllable budgets. Journal Entries for monies pulled from CAPS account on weekly basis

Coordinates and assists with the shipping of equipment and supplies for various University Departments, often consisting of large, fragile and expensive scientific equipment

Setup accounts and provide training to University departments users for the use of CampusShip.

Allocate all charges to the correct department weekly when UPS Bill comes in

Understanding of all Mail equipment; making service calls when necessary. Monitoring the Qtrak scanning system. Performing updates on all accounting software including G2 metering software.

Pulling Reports needed for monthly billing

Monthly billing for all postage costs and handling charges for all mailings charged against mailing requisitions. Reconciling charges against Post Office reports

Supports Grounds Department Operations with Payroll, Budgeting, Purchasing, and Staff assignments

Troubleshoots inquiries on lost/missing items with Faculty, Staff, Students, and Parents

Performs related duties and responsibilities as assigned.

Completes other duties as assigned.

REQUIREMENTS:

Minimum qualifications:

High School diploma

Fundamental knowledge of mail management and the US Postal rules and regulations

Fundamental knowledge of shipping and carrier processes and procedures

Demonstrate ability to lead, motivate and influence others.

Knowledge of Banner software specific to Finance and Inventory & Purchasing modules

Proficiency in Microsoft Word, Excel and Outlook software programs

Ability to establish and maintain effective working relationships with a wide range of personnel

Completion of a DU Leadership Program within first year of employment

Demonstrated commitment to diversity and ability to interact successfully with a variety of constituents with and outside the campus community

Strong commitment to customer service

Preferred qualifications:

Bachelor’s degree from an accredited educational institution.

Five years’ experience in the management of technical and operational areas of the mail services

Certifications in Purchasing, Inventory and Fleet Management

Understanding of UPS CampusShip, UPS WorldShip, the G2 accounting system, USPS PostalOne! and Qtrak

Knowledge of chemical and radioactive handling and compliance awareness

Alternatively, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.  The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit.  Duquesne University is Catholic in mission and ecumenical in spirit.  Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.