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: 273206/10-1208FLSA 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: 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 Campus Ship. 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.

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 Campus Ship, UPS World Ship, the G2 accounting system, USPS Postal One! and Qtrak Knowledge of chemical and radioactive handling and compliance awareness Application Instructions Applicants are asked to submit a cover letter, resume, and contact information for three professional references.