Mailroom Sup & Event Coord, REQ-174

Location
Claremont, California
Posted
Feb 20, 2018
Institution Type
Four-Year Institution

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Reporting to the Director of Facilities and Campus Services , performs or works independently/collaboratively to perform the following essential duties and responsibilities:

Mailroom Operations: (Percentage of time:  50%)

  • Hires, schedules, trains, and supervises the mailroom student employees.  Provides performance evaluations as needed.
  • Ensures that mail and packages are distributed on an accurate and timely basis.  Forwards mail daily.
  • Re-keys and repairs mailboxes as needed.  Maintains mailbox parts inventory.
  • Prepares and assigns student mailboxes at the beginning of each semester; numbers and distributes mailbox keys.
  • Receives, records, and distributes overnight mail, special packages, and intra/inter-campus mail.
  • Maintains database of current mailing and student forwarding addresses for student population.
  • Purchases stamps and maintains stamp petty cash account.
  • Opens and sorts all mail for Facilities.
  • Hand delivers campus mail to the Faculty Support Offices on a daily basis.
  • Composes, types, copies, and/or distributes written communication regarding mailroom.
  • Maintain inventory of lost and found items on campus.

Events Coordination: (Percentage of time:  50%)

  • Serves as primary contact for scheduling events and making room reservations in the EMS system. 
  • Serves as primary Facilities contact for Campus Events and is responsible for event logistics within the department.
  • Processes student requests for room use as directed by Associate Director of Facilities and Campus Services.
  • Responsible for implementation and compliance of the college Minors on Campus policy for scheduled Campus Events

Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

EDUCATION:  Bachelor’s degree in preferred or equivalent combination of education and experience is required. 

EXPERIENCE:  A minimum of two years of office experience is preferred. 

LICENSES:  A valid driver’s license is required.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:  Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

  • Individual must have the ability to work well as a team player in a fast-paced environment without close supervision.
  • Operate computers proficiently with basic Microsoft Office software (such as Word, Excel, Outlook).
  • Must be self-motivated and extremely detail-oriented.  It is important to be able to see and identify details that are abnormal or that seem out of place.
  • Must be able to accurately follow detailed instructions, to perform complex procedures, and to ask questions if there is uncertainty about any step in the instructions/procedure before completing that step.
  • Must be comfortable with computer functions and logic.
  • Must be able to effectively manage multiple priorities and independently gather and compile reports and correspondence. Must work well with college-age students.  Must be able to respond calmly in emergency situations.
  • Operate the College’s vehicles safely for campus-related work and meet all insurance-related requirements. 
  • Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, customer service and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees.  Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
  • Use strong organizational and time management skills to complete work with accuracy and a keen attention to detail.

OTHER:

REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours may be required.  Regular hours may vary due to needs of the College or division.  This is a 12 month position.

CLASSIFICATION AND STATUS: 

  • This is a non-exempt.
  • This is a regular, full-time position.
  • This is a benefits-eligible position.

PHYSICAL REQUIREMENTS:    Moderate (up to 30 lbs.)

Individual must be able to stand, walk, bend, climb, push, pull, stoop, twist, stretch, lift up to 30 pounds from ground to waist level without assistance, and be able to work on feet for prolonged periods of time.

SUPERVISORY RESPONSIBILITY: This position is responsible for supervising the Mailroom Student Workers and Seasonal Temporary Employees.

GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times. 

BACKGROUND CHECK:  The successful candidate will be required to undergo a full consumer background check.  Certain positions will require the successful completion of a post-offer physical agility test.  Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA:  This job description defines the essential or fundamental job duties of this position.   It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

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