General Information
| Job Description | BLANK AST 1 | Working Title | Mailroom Supervisor |
|---|---|---|---|
| Job Code | 004724 | Grade | |
| Department Name | SOM Research - D02011 | Department Head | David Lo |
| Supervisor | Daniel Delperdang | Effective Date | 05/23/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004921 | STDT 2 | 3.0 |
| 004922 | STDT 1 | 3.0 |
Department Custom Scope
| Under general supervision of the Research Facilities Manager, this position manages the Shipping and Receiving for the School of Medicine, Division of Research, ensuring mail and packages are received and distributed to multiple locations. Ensures proper protocols are followed regarding perishables for lab deliveries. Operates all functions of the mailroom including work flow, schedules, fed ex deliveries and set up, purchasing returns, etc. Supervises 5-8 students and ensures distribution of student duties and coverage for two mail rooms. Responsible for independent problem solving. Perform duties with a high level of professionalism in customer service, courtesy and confidentiality. Work within a team environment providing support to coworkers. Coordinate special projects of highly confidential and sensitive nature. Responsible for assisting with the hiring, training, supervising, and evaluating of student staff according to University policies and procedures. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Completion of two years of college-level coursework in accounting, business or a related field or an equivalent combination of education and experience. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 1 year of experience in stores work. | Required |
| Demonstrated experience handling coordination of mail and package deliveries, including verifying and logging various deliveries. | Required |
| Previous experience supervising student employee's and scheduling. | Preferred |
| Demonstrated experience in a large shipping and receiving unit which included delivery of highly perishable and sensitive items. | Required |
| Demonstrated progressively responsible experience in procurement. | Required |
| Minimum of two (2) years related experience, preferably in a School of Medicine or Biological Sciences Shipping and Receiving unit. | Preferred |
| Experience with the handling and storage of temperature sensitive shipments and deliveries. | Preferred |
| Experience in a higher education setting. | Preferred |
| Experience interacting diplomatically with the public in a high volume, continuous public contact setting. | Preferred |
License Requirements
| License | Requirement |
|---|---|
| Valid Driver License | Required |
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Shipping / Receiving & Mailroom Management Responsible for supervision of the School of Medicine (SOM) Shipping - Receiving - Mailroom, including handling all receiving of deliveries and coordinating the delivery of the goods to the various labs and offices within the School of Medicine. Prepares outgoing shipments, including hazardous material shipping. Prepare for distribution: Sort mail for delivery on assigned routes within designated schedules; Log and deliver packages to various laboratories for the SOM. Operate GEM Cart to provide mail delivery, and pickup service. Verify invoices match received items and receive all orders using the campus purchasing system. Follow up on orders that have outstanding invoices and or have not been received in a timely manner. Copy and provide all back-up purchasing documents to Purchasing Assistant. Assure that mailroom employees are in compliance with lab safety training, uniform, and appropriate PPE. | 70 |
| Supervision of Mailroom Students Supervision of SOM mailroom student employees including hiring, selection, training and evaluation. Coordinate quarterly schedules for student employees working in SOM mailroom. Assists with setting objectives for student staff, establishing work priorities, and coordinating work assignments. Establishes an open environment where communication can take place and allows a thorough discussion of issues that leads toward problem-solving situations. Coordinates with various levels of SOM staff and faculty in providing students services. | 15 |
| Miscellaneous Duties Assist SOM Research Facilities Manager with various duties in order to meet deadlines on special projects as necessary. Oversight of research facilities recycling. Assuring that recyclables are picked up promptly. Office supplies - Maintain office supplies for the mail rooms. Process and/or review on-line Storehouse requests for SOM users. Oversees shared copy room printers, ordering supplies and scheduling maintenance for printers. Key Custodian - Distribute keys to employees and visitors according to departmental guidelines. Maintain an inventory of keys and update the key database. Assist visitors and university employees with general School of Medicine business operations information. Other duties as assigned. | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated computer proficiency and ability to effectively utilize on-line systems, in particular using Microsoft Word and Excel Experience using online financial systems to query information. | Required |
| Skill in researching questions and making appropriate contacts for problem solving. | Required |
| Ability to multi-task, organize and prioritize workload to meet deadlines in a busy work environment. | Required |
| Ability to work independently as well as cooperatively as part of a team. | Required |
| Ability to pay close attention to details and maintain strict confidentiality. | Required |
| Ability to interact professionally and function effectively with speed and accuracy in a fast-paced, occasionally stressful, complex academic environment, while demonstrating excellent customer service, tact, courtesy, and diplomacy. | Required |
| Demonstrated excellent verbal, written, grammatical, typing, proofreading, and interpersonal skills. | Required |
| Demonstrated proficiency and experience using PC based computer systems and software, such as Microsoft Word, Excel, Access, and Outlook. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Overtime | Required |
| Ability to carry and move 50 pounds safely, to deliver packages and equipment. | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |