Mail and Receiving Services Supervisor

Employer
Rhode Island School of Design
Location
Rhode Island, United States
Salary
Salary Not Specified
Closing date
Sep 29, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Facilities Management & Physical Plant, Technology Administration/Other, Auxiliary Services, Student Affairs, Disabled Student Services
Employment Type
Full Time

Job Details



Job Summary

RISD is actively seeking a Mail and Receiving Services Supervisor to join its Mail Services team. RISD Mail Services is responsible for the daily delivery of interoffice, USPS and UPS mail, and for the preparation of outgoing mail.

The Mail and Receiving Services Supervisor is responsible for ensuring that RISD Mail and Receiving Services are operated in an efficient manner that incorporates best practices. Provides daily oversight for Mail and Receiving Services operations and supervision of staff. Coordinates all aspects of the incoming, outgoing, and intercampus mail, as well as package and freight processing for the college. Serves as primary contact for freight and department packages delivered to RISD’s off campus warehouse and ensures that freight is properly received and secured. Coordinates with Lead Receiver and RISD Facilities to make arrangements for delivery to RISD campus. Actively participates in planning to assure that emerging trends are reflected in services provided. Communicates with students, faculty, and staff regarding services and to acquire feedback to gauge success and challenges. As a “super” user for the mail software system and Quadient computer systems used in the mail area, this role is responsible for training staff, problem investigation and resolution, scheduled maintenance, and upgrades.

Essential Functions

  • Provide oversite of day-to-day Mail and Receiving Services operations. Either directly or through subordinate staff, ensures the timely and accurate completion of mail tasks. Delegate, coordinate, and assign staff duties associated with all types of incoming and outgoing mail, freight deliveries, bulk mailings, publications, and private service pickups, deliveries, and claims within the current postal regulations and guidelines. Maintain mail and freight receiving procedures, policies, and distribution routes. Lead resolution process for operational and other.

  • Coordinate freight and department packages delivered to and distributed from the Warehouse on Kinsley Ave. Working with facilities coordinates incoming freight campus. Oversee Lead Receiver to assure delivery are properly accepted and distributed on campus, when necessary coordinate storage or delivery that requires facilities assists.

  • Work with the Auxiliary systems specialists to configure system to meet the needs of the operational workflow. Maintain the configuration of software system for both student and faculty mail and packages. Assign mailbox numbers to all new admit, transfer, exchange, Pre-College and Summer Studies students throughout the year. Correspond with the Registrar Department to update the mailbox numbers in the main campus system throughout the academic year. On-board new students every semester by creating labels, mail folders, import students into software system and associated mail folder to student’s mailbox number. Ensure that all hardware and software is maintained and kept current. Generate and analyze system reports and data to track outcomes, makes operational recommendations based on data. Provide data via monthly reports on the inbound and outbound packages and flat mail. Prepare monthly use reports to the Executive Director of Auxiliaries.

  • Hire, train, schedule and direct staff and student workers to ensure consistent, efficient and professional service is provided to the campus. Review policies and procedures as appropriate, establish goals and perform annual and mid-year reviews of staff. Review and approve time and attendance records via RISD’s automated solution for professional and student staff, keeping staffing cost in line with budget. Create student semester staffing matrix, hire, train and communicate with work study students.

  • Request funds from the Business Office for the restocking of postage meters and various postage permits. Ensure the accurate and timely chargeback billings for business office month end/year end reports. Process payments to various postal providers. Work with third party providers to secure relevant services necessary to ensure the successful opening of the academic year.

  • Communicate with students, staff and faculty regarding any general information from the mail room such as changes in postal rates, changing hours and process changes. Put out the mail services periodic survey and disseminate feedback to ensure customer needs are met. Directly reach out to individual customers to answer and resolve concerns or questions.



JOB QUALIFICATIONS/SPECIFICATIONS
KNOWLEDGE/SKILLS/EXPERIENCE REQUIRED:


  • Associates degree or equivalent combination of education and experience.

  • Minimum five years’ experience working in a post office, shipping/receiving facility, or large mailroom.

  • Must have DOT medical card required for driving larger vehicles, or have the ability to obtain within 90 days of date of hire.

  • Prior supervisory experience required, with demonstrated ability to lead, guide, and mentor others.

  • Knowledge of U.S. Postal mail regulations and UPS, FedEx and international mailings desired.

  • Demonstrated proficiency in utilizing mail services systems, such as SCLogic and Neopost.

  • Strong computer skills.

  • Strong oral and written communication skills.

  • Ability to think critically and problem solve.

  • Ability to work independently and as a member of a team.

  • Ability to continue job related training and professional development.

  • Ability to read, write and follow written procedures.



Valued but not required skills and experience:

A valid driver’s license is required. Forklift certified preferred.

Union

No

Work Schedule

Full-time, 35 hours per week. Some evenings and weekends may be required.

Employment Status (Temp, Term, On-call, etc)

Regular, Full-Time

Grade

12/AD

Documents Needed to Apply

Resume

Cover Letter

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

For certain positions, RISD is currently supporting remote work arrangements due to the pandemic. When work resumes in person, employees are expected to perform work on campus.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.

For internal use only - Job Family:

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