Experience Inc. Jobs

GENERAL PURPOSE:

Manages and oversees the supervisory staff and operations of Copy, Mail & Print Services. Maintains responsibility for all postal and printing related activities for the University. Leads the Copy, Mail & Print Services management team in maintaining and cultivating the department’s operations; establishing the vision, goals, and direction of the department. Develops, directs, and manages all internal controls. Develops and executes department procedures, policies, and production metrics to drive service level improvements. Expected to have full understanding of all processes and procedures regarding copy, mail and print processing and pertinent U.S. Postal regulations; specializing in regulations and restrictions concerning Nonprofit organizations. Develops and monitors department’s operating and capital reserve budgets; oversees and monitors inventory accounts. Directs all safety and postal security activities for the University. Acts as the department’s prime liaison with UF&S upper management, internal and external customers, vendors, professional industry associations, and the United States Postal Service.

RESPONSIBILITIES:

• Postal and Intramural mail operation: manages anddirects the postal and intramural mail operation and activities that serves as a central hub to ensure that all University mail and correspondence, incoming and outgoing, is processed with cost effectiveness and immediacy under departmental guidelines, standards, and quality control processes; in compliance with the strict rules of the United States Postal Service (USPS). Directs all internal controls and audit activities. Develops and analyzes control reports to identify and investigate significant production and operational deviations. Manages all contracts related to presort mail service providers, foreign mail service providers, and postage meters and corresponding machines.

• Bulk Mail operation: manages and directs the Bulk Mail production operation and activities for the cost effectiveness and efficient processing of mass mailings for University departments and external customers; implements numerous quality control measures so that bulk mailing projects are completed accurately while meeting strict deadlines; insures that all HIPAA and confidentiality procedures and standards are followed thoroughly; makes certain that bulk mailings are processed under departmental guidelines in compliance with the strict rules of the United States Postal Service to include adherence to Nonprofit restrictions. Directs all internal controls and audit activities. Develops and analyzes control reports to identify and investigate significant production and operational deviations. Manages all contracts and service agreements for numerous industrial production machines in relation to the Bulk Mail operation. Manages all negotiated service and financial agreements with external printers and customers for providing bulk mail fulfillment services.

• Copy & Print Operation: manages and directs the University Copy and Print production and document services operation and activities for the secure processing of projects for University departments to include production of customized, personalized, and highly confidential documents for official University business and correspondence. Implements quality control measures to ensure projects are completed accurately while meeting strict deadlines; insures that all HIPPA and confidentiality procedures and standards are appropriately followed. Directs all internal controls and audit activities. Develops and analyzes control reports to identify and investigate significant production and operational deviations. Maintains a copier and printer fleet and manages corresponding contracts negotiated specifically for the University Copy, Mail & Print operation. Manages all negotiated service and financial agreements with external printers and customers for providing print fulfillment services. Serves as a broker for large customized print jobs to maximize savings for University departments.

• Operations Management - Campus Mail Center: directs the Campus Mail Center retail operation and activities to ensure compliance and enforcement of shipping rules and regulations including proper handling of postage, cash, accountable paper; strict enforcement of University accounting and audit procedures. Directs all internal controls and audit activities. Manages all contracts with several shipping and delivery vendors and makes recommendations to UF&S Associate Vice President and UF&S upper management. Manages the mail and package delivery to over 5,500 student and private box holders.

• Financial/Budgets – develops, prepares, and monitors the department’s annual operating (2) and capital (2) budgets through trends, assessment of current efforts, modify, anticipate change, and forecast future requirements; manages and oversees reconciliation of postage inventory (3) accounts; prepare monthly variance reports; analyze all revenue and expenses; oversee cash and postage handling processes and procedures; manages and participates in internal financial audit controls to ensure that all University funds are accounted for and used judiciously; ensure regular audits of cash and postage are conducted and that all such funds have been accounted for; oversee departmental billing practices and procedures ensuring that all chargeable tasks are properly billed to customers; ensure invoices to external customers are accurate and timely; prepare work effort study/allocation reports for University Budget Office; oversee allocation system for core funding.

• Employee Development – direct theinterviewing and hiring for vacant positions; ensure staff compliance with policies, procedures, quality control processes; postal regulations, department standards and how to use assigned tools and equipment; assess staff performance; provide annual Performance Evaluations; administer progressive discipline up to and including termination; encourage and ensure that staff are provided sufficient training opportunities for professional success and growth.

• Customer Service – answer detailed questions regarding Mail Services’ operations and their processes, USPS postal rates and regulations; clarify customer expectations; establish and participate in mail and print, related customer seminars; act heavily in the resolution of mail, print, and Campus Mail Center operation problems. Oversee thedevelopment and updating of marketing and information materials such as website, brochures, seminars, computer presentations, and user’s guide.

• Administrative –ensure that all financial, payroll, employee, and administrative records are maintained according to University guidelines; ensure employee payroll is processed correctly; ensure schedules and priorities are based on customer expectations and department guidelines; establish standards for mail and print processing based on deadlines, cost, and labor; ensure staff are aware of department goals and are provided with processes and materials necessary to meet those objectives; analyze data and prepare management reports on productivity of the department and staff.

• Purchasing – exercise control over equipment purchases and leases; ensure services provided by outside vendors are consistent and reliable; oversee the establishment of purchase orders and service contracts for equipment and supplies; oversee department purchasing practices; assist in the bidding and negotiation processes concerning vendor contracts; ensure that all purchases and services are provided by vendors that meet University purchasing standards.

• Safety/Security – ensure safe and secure environment in accordance with University and department guidelines; ensure that all employees are trained to use University equipment properly and safely; establish and manage job hazard assessments. Oversee preventative measures and activities concerning mail safety and security for the University.

• Networking – oversee theestablishment and maintenance of contacts within the mail/print community; join and participate in professional mailing organizations; represent the University with the USPS and at industry mailing conferences; ensure the interests and concerns of the University are conveyed to Postal officials and representatives; serve on various committees and boards, provides liaison and consultation on various issues related to copy, mail and print services.

• Other Duties as Assigned – manages special projects as assigned by UF&S upper management;reassignment to any task that meets the needs of the University, division, department, or customers as required.

QUALIFICATIONS:

• Bachelor’s degree preferred or an equivalent combination of education and experience preferred.

• 5 years management experience required or an equivalent combination of education and experience required.

• 5 years of postal experience preferred.

• Experience with Microsoft Office, Copy/Mail/Print Management certifications, and mailing or printing software programs preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $63,815 - $95,723 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Central Administration
Full/Part Time: Full-Time
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