General Information
| Job Description | BLANK AST 2 | Working Title | Receptionist/Mailroom Supervisor |
|---|---|---|---|
| Job Code | 004723 | Grade | |
| Department Name | SOM Finance and Admin Dept - D02013 | Department Head | Maria Aldana |
| Supervisor | Cynthia Carolina | Effective Date | 11/20/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 004921 | STDT 2 | 3.0 |
Department Custom Scope
| Under general supervision, this position will be responsible for the administrative role and reception duties for the education II building. Incumbent will greet customers and keep track of a visitor log, announce appointments, update digital signage with classroom schedules and event information and maintain student workers. Duties to include shipping / receiving and mailroom organization of lobby. This position will also maintain the mailroom and supervise student workers. Duties to include shipping /receiving and mailroom management, distribution delivery and pick up service. Follow up on orders invoices along with other assign duties. Serves as a resource to visitors to the SOM Education Building II. This position is responsible for all duties associated with coverage of the receptionist desk, including answering telephones, screening and directing calls as appropriate, and responding to a wide variety of inquiries and questions from the public and campus community. Responsible for distributing mail, copying, faxing, and filing as needed. This position is responsible for maintaining phone lists and oversees Fed-Ex and other carrier shipments. |
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 |
|---|---|
| Demonstrated experience handling coordination of mail and package deliveries, including verifying and logging various deliveries. | Preferred |
| Previous experience supervising student employees and scheduling. | Preferred |
| Demonstrated experience in a large shipping and receiving unit which included delivery of highly perishable and sensitive items. | Preferred |
| Minimum of two (2) years related experience. | Required |
| 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 |
|---|---|
| Receptionist Serves as the first point of contact for visitors; greets visitors, screens and redirects them to proper contact at the SOM Education Building II, as necessary. Responds to requests and questions from members of the community, industry, international visitors and the University community, requiring a clear understanding of the building operation. Maintains the copy/supplies room, ordering general office supplies as needed. Distributes mail and arrange for large/special mailings with FedEx and/or UPS as requested. Distribute and send faxes. Maintains office phone list. Keeps conference rooms and mailroom presentable. Performs other duties as assigned. | 40 |
| Shipping, Receiving & Mailroom Management Shipping / Receiving & Mailroom Management Responsible for supervision of the School of Medicine (SOM) Education Building II Shipping - Receiving - Mailroom, including handling all receiving of deliveries and coordinating the delivery of the goods to the various 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 offices 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. | 30 |
| Miscellaneous Duties Assist SOM Facilities Manager with various duties in order to meet deadlines on special projects as necessary. Oversight of SOM Education Building II recycling. Assuring that recyclables are picked up promptly. Office supplies - Maintain office supplies for the SOM Education Building II mail room. 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 |
| Supervision of Mailroom Students Supervision of SOM Education Building II mailroom student employees including hiring, selection, training and evaluation. Coordinate quarterly schedules for student employees working in SOM Education Building II 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 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| 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 |
| Ability to multi-task, organize and prioritize workload to meet deadlines in a busy work environment. | Required |
| 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 |
| Demonstrated excellent verbal, written, grammatical, typing, proofreading, and interpersonal skills. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Overtime | Required |
| Must possess or obtain a Valid CA Driver License in accordance with the California Department of Motor Vehicles, if driving a university/personal vehicle for university related business. | 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 |