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DIR, POSTMASTER, CAMPUS MAIL SVCS
Job Title: DIR, POSTMASTER, CAMPUS MAIL SVCS
Job Code: 2207
FLSA: E
Job Level: 60
Revised Date: 02/01/2024
Job Family: JF 28
Occupational Summary
The Director/Postmaster plans, directs or coordinates activities of workers in the various postal entities within the Duke University and Health System that comprise the Campus Mail Services (CMS) departments. Manages administrative support services and other functions of the CMS. Oversee logistics of mail distribution and all aspects of mail and package distribution throughout the Duke University and Health System community.
Work Performed
Coordinate activities within the Central Mail hub and two offsite locations, Student Mailbox Center and Hospital Mailbox Center.
Manage and mentor mail management staff and coach them on the various multiplicities of work within the mail operation.
Train, educate and develop internal CMS department staff to perform and administer mail distribution timely and effectively.
Performs annual reviews and handles employee issues within the CMS operation.
Prepare and administers annual performance reviews on SAP system.
Directly supervise activities of clerical support staff and oversees postage chargebacks and expenditures for meter and bulk mail services rendered.
Reviews and reconciles data files to ensure balancing reports.
Responsible for CMS departmental operating budget.
Performs regulatory audits within the entire CMS operation including offsite locations to analyze processes to enhance processing standards.
Provide mail consultation services (e.g. mail design, artwork, etc.) to ensure that prepared mail meets USPS postal mailing standards.
Assist customers with special mail projects and recommends best mail techniques to improve mail protocol.
Provides guidance on special mailing projects (Duke TIP, Athletics, Admissions, etc.) and offer suggestions based on USPS products and services.
Train and educate mail users and demonstrate innovative ways to reduce mailing costs, achieve automation discounts and improve timely delivery of mail.
Act as the Universitys Postal liaison to ensure mail protocol and mail is properly handled and processed according to USPS requirements and postal standards.
Partner and work in conjunction with other Duke departments (e.g. Procurement, OIT, Facilities, etc.) to ensure that we adhere and comply with Duke departmental policies, procedures and standards.
Direct work within the CMS operation and coordinate activities by working closely with internal departments to initiate and complete mail projects as necessary.
Responsible for reviewing/approving transactions in various internal applications (e.g. Duke@Work, ACES, SAP, BofA Works, etc.) to authorize payments for services rendered and expense reimbursements.
Participate and perform work sharing with third party vendors to coordinate changes with software applications (e.g. Box/Parcel Manager, SC Logic, etc.) and other list management services.
Responsible for resolving customer complaints and other mail related issues.
Handles escalated calls and seeks alternative ways to rectify or find resolution.
Problem solve and institute changes as required.
Required Qualifications at this Level
Education/Training
Work requires a general business background equivalent to a bachelor's degree in a business or operations management related field.
Experience
Work requires 8 years in related business, operational or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major operational and administrative functions. A master's degree in business/ management may be substituted for every 2 years of experience.
At least two years of effective work experience with mail processes in a high volume mail and package environment. Job knowledge in a mail/postal clerk capacity position in postal retail, corporate (private sector) or higher education environment is a plus.
Skills
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.
Essential Physical Job Functions
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.
