General Information
| Payroll Title | MGR | Title Code | 000280 | Grade/Step | 2 | Working Title | Service Enterprises Director |
|---|---|---|---|---|---|---|---|
| Department Name | INACTIVE Printing & Repro | Supervisor | Lewis, Russell A (Russ) | Department Head | Lewis, Russell A (Russ) |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 7235 | ANL 2 | 1 |
| 7697 | PUBLICATIONS CRD SUPV PRN | 1 |
| 7513 | MGT SVC OFCR 1 SUPV | 1 |
| 4726 | BLANK AST 3 SUPV | 1 |
| 4723 | BLANK AST 2 | 1 |
Special Requirements and Conditions
| Critical Position |
| Valid Driver License |
| Drug and Alcohol Test |
| Travel |
| Travel Outside of Normal Business Hours |
Level of Supervision Received
| General Direction |
Items Used
| PC computer and software such as Microsoft Office, and campus vehicle. |
Position Purpose
| Under the general direction of the Director of Materiel Management, the Service Enterprises Director is responsible for the independent management of the campus Printing & Reprographics and Mail Services operations. This includes four separate locations, and over 14,100 assignable square feet of facilities with each area having its own supervisory group. The responsibilities include management of 240 copiers, three separate printing production sites, and one mail processing center. Also the incumbent acts as backup director when the Director of Materiel Management is absent. All areas are self-support units using reasonable cost accounting practices to set rates that are designed to recover all cost of operations and capital needs. total budgets with capital expenditures exceed $5.6 million annually; including over $200k in cash sales. Other statistics include: over 10 million pieces of mail processed annually and 100 million printed sheets. The total organization staffing includes thirty-one full and part-time employees. Total equipment value for both owned and leased exceeds $6.8 million. Departmental owned facilities are approximately valued at $3.85 million. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Fiscal and Operational Controls | 15 |
| Develop unit budgets and controls to achieve financial goals. Develop and document pricing methodology for all services and products. present and defend all rates before the COSSA committee. Develop and install quality standards for all products and services. utilize UCRFS to achieve desired results including Peoplesoft, UCRFSTotals, PO/SPO Lite and other web based tools. Develop and maintain web based feeder systems that allow clients to interact with schedules and inquiry for current and legacy information. Designed systems shall download seamlessly to the campus financial system. Make presentations to campus fiscal users groups on the connectivity and evaluation and report writer tools designed into feeder systems. Act as chairperson for campus Scotmail listserv process. Work closely with programmers to develop automated updating processes and procedures to assure accuracy of several electronic lists. Install and maintain procedures that offer substantial controls for all inventories which exceed $400,000. Establish accountability processes that assure good stewardship of university resources and assets. Act as SAA (System Access Administrator) for campuswide business system as it relates to Service Enterprises. This includes monitoring accountability training and access control for all users. Work closely with the Service Enterprises Financial Analyst to assure proper reconciliation and controls for all expenditures. This includes all budget entries for staffing, closing, and budget establishment processes. Directly responsible for all PANs (Post Audit Notifications) to ensure proper coding and use of FAU combinations. Reconcile proper use of funds as it relates to campus and Systemwide policy. Work closely with both Internal and External Audit agencies to assure compliance with Federal, State and University policies. Develop ongoing procedural operating policies to address fast-paced changing needs for controls and security. |
|
| Customer Service | 15 |
| Continually consult users concerning their Service Enterprise needs. Recommend processes, procedures and tactics needed to meet departmental goals while establishing methodologies to accomplish results desired by campus clients. Act as campus liaison for commercially produced printing and mail operations, while effectively acting within established Systemwide guidelines for bidding and procurement. Take all actions necessary to achieve and maintain user satisfaction. Conduct workshops, tours, and open houses of all facilities to acquaint clients with processes and services. Act as last line of resolution with regards to customer complaints in all units. Work towards attaining the goal of being a benchmark organization. |
|
| Printing Estimator | 15 |
| Estimate costs and time requirements for printing booklets, reprints, covers, stationery, diplomas and other similar items; clarify layout requirements to editors and writers. Advise clients on printing methods, paper stock, styles of type; order special paper stock and services from commercial plants; assist in writing specifications and standards and act as back-up liaison with customers when needed. | |
| Financial Analysis | 15 |
| Perform budgetary analysis for separate departments having complex budget problems; make and direct detailed budgetary analysis and budgetary proposals; formulate recommendations for budgetary allowances; draft materials to summarize, synthesize, and justify programs, gather data, conduct surveys, and perform studies in connection with budgetary costs using workload trends. Advise university officials and departmental administrators regarding specific phases of budget preparation and presentation; perform continuous budgetary controls. Prepare narratives for budget preparations and make recommendations for improving services and procedures. | |
| Planning and Organizing | 15 |
| Direct, plan, organize, coordinate, staff, lead and control two departments consisting of 31 full time employees. Prepare and defend departmental budgets to the campus COSSA committee. Establish staffing levels using financial models that allow for full recovery of all costs, both direct and indirect. Work closely with administrative heads and other personnel to provide and plan for Reprographics and Mailing Operational needs. Develop capital replacement plans that account for long term needs and inflationary pressures. | |
| Personnel Management | 15 |
| Exercise leadership of departmental employees as it relates to meeting objectives within the context of long term goals and objectives. Interview, hire, train, develop and evaluate employees and managers. Develop organizational spirit and maintain good morale. Apply and interpret university policies and procedures as it relates to employee relations and collective bargaining agreements. Deal effectively with several bargaining units including AFSCME, UPTE, and CUE, along with several employees in non-represented groups. Develop procedures that effectively deals with labor issues and union agreements. Act as principal liaison with Labor Relations on grievances and employee concerns. Establish rules and regulations that foster a safe work environment with sensitivities to all applicable health and safety regulations. Special circumstances in this regard include understanding rules and regulations related to use of toxic and volatile chemicals. |
|
| Long Range Planning | 5 |
| Responsible for developing new and innovative solutions to accomplish and exceed the requirements of the staff, faculty, and student customers. Prepare long range financial plans while updating equipment and production techniques. Implement these plans and document procedures and improvements. Communicate these changes and improvements to Senior Management. | |
| Short Term Planning and Organizing | 5 |
| Identify organization functions and objectives. Conceptualize organizational workflow, mapping processes, set standards for productivity, and establish departmental policies and written standard operating procedures for each unit. Obtain unit supervisor input and counsel managers on best practices and desired outcomes. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Graduation from college with a major in business and five years of experience in managing a Printing and Mail operation in a college setting, or an equivalent combination of education and experience. | |
| 2 | |
| Knowledge of electronic connectivity using the campus backbone as a gateway to services; and of environmental laws and proper use and storage of chemicals and toxic substances. | |
| 3 | |
| Demonstrated skill and experience in the areas of business, supervising, organizational, presentation and communication skills; knowledge and technical background for Graphic Arts and Printing processes, Mail regulations and procedures; and in operating personal computers, file servers, networks, spreadsheet, database and software applications such as Microsoft Office Suites and e-mail communication programs. | |
| 4 | |
| Ability to interact with clients in a collegial way to achieve goals and objectives; understand terminology to communicate effectively with printing and Mail staff who have in-depth knowledge about their various specialties; on a daily basis work towards an awareness of new approaches, techniques and methods to achieve best practices in the three units; be sensitive to the affirmative action goals of the University; understand agency shop (union) employees and the need to work closely with campus Human Resources on actions and work rules changes; be available on weekends or late nights to respond to client's special needs and circumstances; understand very complex and technical aspects of various units including new applications using high-end servers and internet tools; be the campus expert on Reprographics techniques including letterpress, diazo, offset, dry offset, web, flexography, gravure, screen printing, digital, and xerographic; set productivity standards that meet or exceed industry in both units; work closely with complex problems in an academic setting understanding the unique characteristics of a college campus; read and interpret financial statements; interact effectively with many cultures and ethnic groups on campus; and handle pressure and tight deadlines within the framework of the "service excellence" expected by the Vice Chancellor of Business and Administrative Services. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
|
Knowledgeable of UCR policies, practices and procedures. |
|
| 2 | |
| Knowledge and skills using UCR financial systems such as Peoplesoft, PO/SPOlite, SuperDope, UCRFS Totals. | |
| 3 | |
| Knowledge of current management procedures and ability to glean information from many sources. | |
| 4 | |
| Ability to creatively apply new ways of thinking. | |
| 5 | |
| Ability to exercise a long range vision in the context of the organization with an awareness of the organization's critical success factors and future needs. | |
| 6 | |
| Must have an entrepreneurial spirit which understands customers and evolving business practices and opportunities; builds organizational credibility, ability to develop new revenue sources. | |
| 7 | |
| Must have an innate ability to build teamwork and cooperation to achieve common goals and values while encouraging diversity of opinions; creates synergies across the work group. | |
| 8 | |
| Must be able to compose clear principles and have the flexibility to balance between literal adherence to rules and the use of policy as a guide. | |
| 9 | |
| Must be willing to motivate and delegate with clarity and specificity of expectations. | |
| 10 | |
| Ability to communicate with a clear expression of ideas and thoughts as well as active and empathic listening. | |
| Posted Position Purpose |
|---|
| A DETAILED JOB ANNOUNCEMENT MAY BE OBTAINED ON THE BUSINESS AND ADMINISTRATIVE SERVICES WEBSITE: www.bas.ucr.edu.
Under the general direction of the Director of Materiel Management, the Service Enterprises Director is responsible for the independent management of the campus Printing & Reprographics and Mail Services operations. This includes four separate locations, and over 14,100 assignable square feet of facilities with each area having its own supervisory group. The responsibilities include management of 240 copiers, three separate printing production sites, and one mail processing center. Also the incumbent acts as backup director when the Director of Materiel Management is absent.
All areas are self-support units using reasonable cost accounting practices to set rates that are designed to recover all cost of operations and capital needs.
total budgets with capital expenditures exceed $5.6 million annually; including over $200k in cash sales. Other statistics include: over 10 million pieces of mail processed annually and 100 million printed sheets. The total organization staffing includes thirty-one full and part-time employees. Total equipment value for both owned and leased exceeds $6.8 million. Departmental owned facilities are approximately valued at $3.85 million. |
| Posted Minimum Requirements |
| Graduation from college with a major in business and five years of experience in managing a Printing and Mail operation in a college setting, or an equivalent combination of education and experience. Knowledge of electronic connectivity using the campus backbone as a gateway to services; and of environmental laws and proper use and storage of chemicals and toxic substances. Demonstrated skill and experience in the areas of business, supervising, organizational, presentation and communication skills; knowledge and technical background for Graphic Arts and Printing processes, Mail regulations and procedures; and in operating personal computers, file servers, networks, spreadsheet, database and software applications such as Microsoft Office Suites and e-mail communication programs. Ability to interact with clients in a collegial way to achieve goals and objectives; understand terminology to communicate effectively with printing and Mail staff who have in-depth knowledge about their various specialties; on a daily basis work towards an awareness of new approaches, techniques and methods to achieve best practices in the three units; be sensitive to the affirmative action goals of the University; understand agency shop (union) employees and the need to work closely with campus Human Resources on actions and work rules changes; be available on weekends or late nights to respond to client's special needs and circumstances; understand very complex and technical aspects of various units including new applications using high-end servers and internet tools; be the campus expert on Reprographics techniques including letterpress, diazo, offset, dry offset, web, flexography, gravure, screen printing, digital, and xerographic; set productivity standards that meet or exceed industry in both units; work closely with complex problems in an academic setting understanding the unique characteristics of a college campus; read and interpret financial statements; interact effectively with many cultures and ethnic groups on campus; and handle pressure and tight deadlines within the framework of the "service excellence" expected by the Vice Chancellor of Business and Administrative Services. |
| Posted Preferred Qualifications |
| Knowledgeable of UCR policies, practices and procedures. Knowledge and skills using UCR financial systems such as Peoplesoft, PO/SPOlite, SuperDope, UCRFS Totals. Knowledge of current management procedures and ability to glean information from many sources. Ability to creatively apply new ways of thinking. Ability to exercise a long range vision in the context of the organization with an awareness of the organization's critical success factors and future needs. Must have an entrepreneurial spirit which understands customers and evolving business practices and opportunities; builds organizational credibility, ability to develop new revenue sources. Must have an innate ability to build teamwork and cooperation to achieve common goals and values while encouraging diversity of opinions; creates synergies across the work group. Must be able to compose clear principles and have the flexibility to balance between literal adherence to rules and the use of policy as a guide. Must be willing to motivate and delegate with clarity and specificity of expectations. Ability to communicate with a clear expression of ideas and thoughts as well as active and empathic listening. |