Printing Services Manager - Budget Planning & Analysis - 16628

Wisconsin, United States
Salary Not Specified
Sep 10, 2020
Employment Type
Full Time


The Department of Budget Planning & Analysis seeks a Printing Services Manager (Admin Prg Manager II).

Reappointment for subsequent terms is dependent upon needs of the position, university funding and external forces.


The Printing Technician has responsibility for estimating, purchasing, and campus-wide enforcement of off-campus printing procurement for the University of Wisconsin-Whitewater, using State print contracts and other methods of procurement, in compliance with procedures established by the State of Wisconsin. Maintain effective working relationships with other Printing Services staff, campus customers, printing firm representatives and other state agencies. Responsible for Campus Quick Copy, providing knowledgeable customer assistance and quick turn-around service is a fast-paced environment. Responsibilities include, but are not limited to, estimating, copying, bindery, business card ordering, billing, cash deposits, charge-back reports (and other reports as needed) and records handling and filing.


Minimum Qualifications:
  • Proficient in all aspects of high-speed copier operation
  • Skilled in computer operation, software, and cash register usage
  • Must be able to safely lift and carry up to fifty pounds of paper
Knowledge, Skills & Abilities:
  • Free of allergies to papers, inks, toners, and other chemicals and substances commonly used in a copy shop environment
  • Customer service skills
  • Fast response time to printer issues
  • Excellent time management skills
  • Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
  • Ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds

30% A. Quick Copy Production and Customer Service – Copy Jobs
  1. Coordinate and produce copy jobs from receipt through billing and cash handling.
  2. Ensure complete security for exams and confidential materials.
  3. Responsible for cash shortages in cash register drawer.
25% B. Off-campus print purchasing – Job requests
  1. Evaluate job request forms and prepare (according to the appropriate contract classification) the purchasing documents for off-campus printing (Purchase Order, Purchase Order Supplement, etc.), according to Department of Administration (DOA) Bureau of Procurement practices and State legal requirements.
  2. Prepare estimates and calculate the final cost for Off-Campus print orders, including: paper c costs and related services.
  3. Determine invoice accuracy for completed printing, paper and related service orders, make needed adjustments, and approve invoices for payment.
  4. Determine job delivery dates, taking into consideration: contract specifications, state provided paper arrival, printer limitations and production schedule considerations.
10% C. Off-campus print purchasing – Order documents
  1. Receive and review order documents (requisitions, forms, camera copy, computer disks, pre-flight documents, etc.)
  2. Determine the most efficient and cost effective means of production.
  3. Advise customers on costs, photos, ink colors, paper, finished size and other items.
10% D. Off-campus print purchasing – Delivery and follow through
  1. Process orders and take steps to ensure jobs have been delivered on time and act as the vendor contact.
  2. Take immediate action with late jobs to correct and monitor the situation until the satisfactory arrival of the completed job (keeping supervisor and customer (and mailroom if necessary)aware of problems or delays.)
  3. Maintain files for camera copy, job samples, requisitions, bids, purchase orders, contracts, State Bulletins, State/University Procurement manuals, justifications and correspondence.
  4. Stay current with technological changes, including but not limited to, new printing/copying and related processes, products and equipment.
  5. Plan, coordinate, and provide graphic training seminars at least once a year for all interested campus customers.
10% E. Quick Copy Production and Customer Service – Order Support
  1. Receive client orders, determine camera-ready status of copy jobs.
  2. Review orders to ensure customer use of appropriate forms, accurate and complete specifications and funding information.
  3. Completing missing order information.
  4. Determine exact cost of copying from established rate charts, estimating software, and shop guidelines.
  5. Respond accurately to all questions concerning monthly invoices and the billing system.
  6. Correct billing problems and pricing errors using appropriate forms with supervisor’s approval.
5% F. Off-campus print purchasing – Bids
  1. Solicit non-contract print orders, write detailed and accurate job specifications, and sealed bids.
  2. Prepare forms and related documents
  3. Receive and award bids in compliance with State requirements, DOA policies/regulations and University procedures.
  4. Keep supervisor informed of updates to state contracts, the need to review local-service contracts and bids prior to bidding.
  5. Provide backup training to other office staff, for coverage during vacations, illness, etc.
5% G. Quick Copy Production and Customer Service – Copy Support
  1. Serve as a primary source of copying information for customers.
  2. Provide technical copying support and advice to departments in planning and preparation stages.
  3. Answer all questions from customers and prospective customers fully and accurately regarding the quality of originals and the preparation of materials.
  4. Assist customers in making decisions concerning final product.
  5. Refer customers to appropriate campus and non-campus resources when those services are not available at Quick Copy.
5% H. Miscellaneous Duties
  1. Perform other duties as assigned by the supervisor.

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. In the fall of 2018, as a result of the University of Wisconsin System’s restructuring of the state’s 13 two-year campuses formerly known as UW Colleges, UW–Rock County began operating as a branch campus of UW–Whitewater under the new name of University of Wisconsin–Whitewater at Rock County. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. The University of Wisconsin-Whitewater Main Campus and Rock County Campus are located conveniently near Milwaukee, Madison, and Chicago, and thus offers the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs. UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. The campuses have more than 200 student organizations and UW-Whitewater is a Division III NCAA university. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.


The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System ( ).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see . If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

To learn more about UW-Whitewater's competitive benefits packages go to our: ALEX webpage, which is our interactive benefits decision support tool.


UW-Whitewater embraces AAC&U’s LEAP principles ( ) and emphasizes student, staff and faculty participation in High-Impact Practices ( ). The Office of Research and Sponsored Programs ( ) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys ( ).


University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit: /

The University of Wisconsin–Whitewater has authority to implement temporary workforce reduction and cost saving measures to address financial challenges resulting from the COVID-19 crisis, consistent with Wisconsin law and Board of Regents, UW System, and UW–Whitewater policy and procedure.


Applications received by September 23, 2020 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1024 or .

For questions regarding the position, please contact:

Taryn Carothers
(262) 472-3903


Only complete application packages will be considered. A complete application includes online submission of the following documents:
  • Resume/CV
  • Cover Letter/Letter of Interest
  • Three Professional/Supervisory References with contact information
This Job ID is 16628.

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