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Duke University Job Description: |
Job Title: SUPERVISOR, CAMPUS MAIL OPERATIONS |
Job Code: 1065 |
FLSA: E |
Job Level: 12 |
Revised Date: 02/01/2024 |
Job Family: JF 28 |
The Supervisor is ultimately responsible for the day to day operations in the Campus Mail Services Operation. This includes developing internal processes for logistics which includes operational support. Possess leadership ability to adjust processes to provide efficient logistical support. This position requires working in various entities (e.g. Central Mail Hub, Student and Health Mailbox Centers, etc.) and units and in many skilled capacities. Responsible for full supervision of CMS employees and student workers where located within mail operation.
Work closely with the CMS Management team to carry out department goals and objectives in mail operation. Supervise and oversee day to day activities of mail distribution (e.g. Campus Mail, US Mail and packages, etc.) for Duke University and DU Health System and Duke mail delivery and distribution network.
Carry out directives existing department objectives from CMS Senior management staff. Responsible for learning the various platforms/applications (e.g. SC Logic, Box/Parcel Manager, etc.) conducive to work environment. Perform various tasks and duties assigned as required. Review, edit and update protocol and procedures. Initiate new and incorporate processes to refine and improve efficiencies within the operation.
Ability to use good judgment and make effective decisions on staffing and workflow of mail operations. Plan, prepare and forecast work within the various entities to ensure department policies and procedures are followed accordingly. Effectively distribute workload and perform other administrative duties as assigned.
Coach, mentor and cross-train up to 8 associates (Staff, Student workers, etc.) in the various entities within the mail operation. Supervise staff and workflow to maintain efficiencies. Responsible for hiring, interviewing and participate in preparing annual performance reviews of staff each calendar year. Communicate at all levels with staff to establish a good rapport and working relationships.
Act as liaison between Duke internal departments and customers to coordinate mail projects across campus. Ensure timely delivery and maintain delivery standards as required.
Maintain relationships Perform as a Subject Matter Expert (SME) and perform problem-solving within the Duke Postal Operations to find resolution and ensure service levels are achieved. Assist with updating standard operating procedures and department protocol. Revise department protocol, update staff and add information on the CMS website as required.
Supervise various activities relative to the Intelligent parcel locker systems and the SC Logic package tracking system. Cross-train staff to utilize various locker system and its intricacies to expedite packages. Provide next level of services to expanding usage in a "touchless delivery" environment.
Work closely with 3rd party vendors (e.g. SC Logic, OIT, etc.) and internal customer's and departments to ensure software interfacing is sustained. Provide updates, detailed reporting to monitor output and productivity. Work with vendors to update software and upkeep maintenance and service equipment (e.g. scanners, handhelds, etc.) as required. Assist with routine maintenance as necessary.
Oversee fleet of CMS vehicles which includes preventive maintenance, inspection, gas and fuel receipts of university vehicles. Assist with Parking/Transportation situations. Responsible for auditing mail delivery routes (walk, vehicles, etc.) regularly to expedite and streamline mail more efficiently.
Responsible for inventory of keys for mailboxes across Duke Campus, Hospital and retail sites. Perform regular audits and inventory and issuance of keys to students and departments. This includes the maintenance of mailboxes, locks and keys for Duke students at Student Mailbox Center and departments at the Health Mailbox Center.
Familiarize and learn about the Federal Education Rights and Privacy Act - FERPA Laws for students and release of information. As well as understanding the Health Insurance Portability and Accountability Act of 1996 - HIPAA Laws for patient information being disclosed without the patient's consent or knowledge.
Complies with all Duke University and Campus Mail Services policies and guidelines. Responsible for administrative duties such as, approving timesheets, vacation, etc.
Works with US Postal Service to order U.S. Postal Services supplies (trays, tubs, sleeves) as needed. Communicates with 3rd party vendors to order supplies in a back-up capacity.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhausted list of all responsibilities and duties required of personnel so classified.
| Education/Training: | Generally requires an Associate's Degree from an accredited learning institution; Bachelor's degree in business management, logistics or other related field preferred. |
| Experience: | Work requires three to five years of relevant experience that includes supervisory experience of more than 5 people in a high- volume mail environment. Any relative US Postal Service or mail-related work experience and/or postal certifications a plus. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE |
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The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.