Oversee the College’s mail services operations, to include: the timely receipt, processing, delivery, and pickup of all incoming and outgoing letter mail and packages. Train and supervise the full-time and student staff of the department and ensure compliance with United States Postal Services (USPS) regulations and Ithaca College policies. Assess mail processing procedures and services, maintain receipt and delivery records, and coordinate routine and preventative maintenance and repair of mail services equipment and delivery vehicles. Serve as liaison to the campus community, USPS and other external mail services regarding College mail services and operations.

This position reports to the Director of General Services

Essential Duties

1. Manage the daily operations of the College’s mail services operations, and the Department of Mail Services. Oversee and participate in administrative and other mail services duties to include the receipt, processing and distribution of all incoming letter mail and packages monitoring the daily workflow of full-time and student staff, ensuring the proper metering, addressing and labeling of outgoing letter mail and packages, ensuring all mail service operations are in compliance with federal and other postal regulations, and participating in the development and implementation of campus mail service policies and procedures.
2. Manage the SMART parcel locker distribution system, to include ensuring an accurate administration of the residential student database, a timely flow of incoming and expiring items, and working closely with external vendors and internal service providers to maintain the technological and mechanical health of the system.
3. Develop and maintain a solid knowledge of policies, procedures and regulations of the United Postal Services, United Parcel Services, Federal Express and Ithaca College Mail Services; implement policies and regulations and ensure mail services operations are in compliance.
4. Assess the efficiency of mail processing procedures and recommend and implement service enhancements. Resolve mail-processing problems and/or concerns within the mail center, postal substation, and student mail centers. Consult with the Director of General Services or equivalent regarding major processing concerns; implement solutions.
5. Manage and participate in the processing and distribution of mail and packages to include operation of the mail meter, shipping systems, arrival package tracking systems, and other mail processing equipment. Ensure proper operation of all mail processing equipment.
6. Track and maintain information and data on all incoming and outgoing pieces of mail and packages. Maintain files and records, perform data entry, prepare reports and analysis and ensure proper chargebacks are recorded for UPS and Federal Express Services.
7. Train staff and student assistants regarding postal regulations, mail distribution processes, services offered, and proper use of mail center equipment; assign and schedule work; monitor work performance for accuracy and completeness to ensure compliance with established standards. Identify cross-training opportunities.
8. Serve as liaison to the campus community, USPS and other external carrier services; resolve problems associated with mail service operations. Negotiate contracts with vendors and obtain best rates/service for the College.
9. Coordinate routine and preventive maintenance and repair of mail services equipment and delivery vehicles; research and prepare proposals for purchase: assess new technologies. Schedule preventive and emergency repairs for all equipment and delivery vehicles.
10. Develop goals and objectives related to mail services and assist in developing the operational budget; monitor operational expenses. Review and approve all vendor invoices for payment.
11. Prepare and conduct performance reviews, and identify goals and objectives, and development opportunities for staff within mail services. Recommend various personnel actions such as hiring, training, merit increases, promotions, transfers and dismissals; approve vacation and other time off requests.

Qualifications

Bachelor’s degree and a minimum of 3 years related experience or the equivalent combination of education and experience; Previous supervisory experience; strong organizational, interpersonal written and verbal communication skills required.  Preferred qualifications include:  knowledge and understanding of the United States Postal Service, United Parcel Service, and other express parcel services; ability to ensure campus mail service operations are in compliance with federal and other postal regulations; knowledge of mail automation requirements and proper use of mail processing equipment such as bar code evaluator, tabbing and insert machines, and postage meters.  A valid New York State driver’s license is required.

Work Environment

Physical Demands: While performing the duties of this position, include long periods of standing, bending or kneeling.  The position may require lifting to 70 lbs. Talking and listening are also done regularly. The work for this position is generally in an indoor warehouse setting. While performing the duties of this job, the employee is primarily in a controlled, temperate environment; however, they may be exposed to heat/cold during support of outside processes/activities.  The noise level in the work environment is usually minimal.

Application Instructions

Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or humanresources@ithaca.edu. 

As an employee at Ithaca College, you’ll get much more than a competitive salary and the traditional advantages. We pride ourselves on providing our benefit-eligible employees with the most comprehensive benefits possible, including work/life balance, generous paid time off policies, career-enhancing trainings, employee and dependent tuition assistance, and opportunities to give back to the community. Beyond benefits, you’ll enjoy the kind of uniquely rewarding work environment that can only be found in a vibrant college community. 

Hiring range:  $53,000 - 55,341 commensurate with qualifications and experience.  We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including work/life balance, generous paid time off policies, career-enhancing trainings, educational benefits, and opportunities to give back to the community. Beyond benefits, you’ll enjoy the kind of uniquely rewarding work environment that can only be found in a vibrant college community.  For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness 
 

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated. 

 Visa sponsorship is not provided for this position.