Mail Services Manager

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu .

Facilities Management Job Description

Job Summary

Manage and supervise the day to day operations of mailroom facilities and staff. Ensure all deadlines for mailings are met. Accurately and efficiently process all incoming and outgoing mail/packages. Hire, train and direct the full time, seasonal temporary, and student staff. Ensure the department meets established service standards and departmental goals. Analyze production metrics to drive service level improvements and cost savings. Effectively communicate with management, business partners, and all members of the college community on a regular basis.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Management and Supervision (55%)

• Manage the daily operation of the mail services department, determine daily priorities, assign responsibilities, and establish staff schedules.
  
  
• Responsible for supervising three full time staff, seasonal temporary staff, and up to 15 student workers.
  
  
• Resolve customer service problems, staff issues, and questions from all members of the community.
  
  
• Train and assist staff in the use of equipment, software programs, and applications pertinent to the operation.
  
  
• Responsible for the department website.
  
  
• Conduct employee performance reviews.
  
  
• Develop and monitor department budget; monitor and account for inventories.
  
  
• Work closely with various staff members in the Dean of Student, Registrar, Facilities, Controllers, and Information Technology offices in addition to working with all departments and multiple external business partners.
  
  
• Manage operational and staffing plans to meet the extreme seasonal fluctuations in the volume of incoming student packages.
  
  
• Design & implement process improvements.
  
  
• Communicate with the department’s up-line manager on a regular basis and ensure the completion of the departmental daily/monthly service and production reports.
  
  

Mail & Package Processing (25%)

• Responsible for the accurate and timely processing of all incoming and outbound mail and packages to meet the delivery schedule(s) and departmental needs.
  
  
• Oversee the daily sortation and processing and allocate staff accordingly to meet deadlines.
  
  
• Coordinate delivery adjustments with Facilities staff.
  
  
• Resolve customer concerns in a timely manner.
  
  
• Monitor the tracking and intelligent package locker systems and troubleshoot issues.
  
  
• Assign staff to service the student mail/package pickup window based on demand.
  
  
• Oversee and support the student mail forwarding process.
  
  
• Work closely with the mail metering machine vendor, UPS, FedEx, and USPS business partners.
  
  

Retail Window Operations (15%)

• Provide the Smith College and Northampton communities a retail mail services center.
  
  
• Ensure compliance with USPS, UPS, and FedEx rules and regulations.
  
  
• Train and assign employees to ensure the service window is staffed appropriately to meet customer demand, ensure adequate supplies are on hand, and oversee the daily cash reconciliation.
  
  

Bulk Mail Operation (5%)

• Manage and direct the Bulk Mail operation for cost effectiveness and efficient processing of mass mailings for departments.
  
  
• Implements quality control measures to ensure bulk mailing projects are completed accurately while meeting strict deadlines.
  
  
• Ensure bulk mailings are processed under departmental and United States Postal Service guidelines.
  
  
• Manages all contracts and service agreements for machines in the Bulk Mail operation.
  
  
• Analyze which bulk mailings can be completed in-house or outsourced to UMASS Mail Services.
  
  
• Ensure all the necessary billing and internal chargebacks are submitted to the Controller’s Office for processing.
  
  

Other Functions

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

High school diploma or equivalent plus five years mailroom operations experience which includes two years supervisory experience: or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Preferred Qualifications

Associate degree preferred.

Skills

• Knowledge of postal and federal policies, statutes, procedures and regulations.
  
  
• Strong supervisory, leadership, interpersonal, organizational, and problem solving skills.
  
  
• Knowledge of computer operations as it relates to mail services and standard office software.
  
  
• Ability to work a flexible schedule, which includes evenings and weekends.
  
  
• Excellent customer services skills, ability to work with diverse constituencies.
  
  

Additional Information

Must be able to work standing for long periods of time, lift up to 50 lbs., and adjust to a flexible work schedule based on the fluctuating work load.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

September 2, 2022

Compensation Grade:

Grade L Non-exempt

Position Type:

Regular

About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu .

Diversity and a culture of inclusion among students, staff, faculty, and administration are crucial to the mission and values of Smith College. We are an Affirmative Action/Equal Opportunity employer and do not discriminate on the basis of race, gender, age, color, religions, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.