IMPORTANT APPLICATION INSTRUCTIONS:
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Upload Resume or Curriculum Vitae for automatic population of information to the application.
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The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
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Review information and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.
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In the “My Experience” section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.
Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.
Job Description
SUMMARY:
Reporting to the Assistant Vice President for Facilities Services, the Associate Director of Postal and Warehouse Services manages the overall operation of the Postal Services unit and the Housekeeping Supplies Warehouse. The Associate Director is responsible for directing employees in receiving, sorting, and disbursing mail, goods, and equipment; receiving and processing packages from common carriers; processing mail for campus transit; passport processing; maintaining designated inventory levels; conducting inventory audits; maintaining work spaces in compliance with regulated safety standards; adhering to delivery and replenishment schedules; and following asset security and protection protocols.
Working in collaboration with the Assistant Vice President for Facilities Services, the Associate Director develops and recommends plans for program operation, assessment and improvement; develops policies and standard operating procedures, and participates in department-wide operations planning; establishes schedules for replenishment, receiving, and disbursement; oversees procurement activities; contracts goods and services; and manages unit budgets. The Associate Director is additionally responsible for ensuring and maintaining physical and operational safety and security standards for the Campus Postal Center, the Housekeeping Supplies Warehouse, and all contents within, including asset inventory audits. This position serves as the official liaison and administrative coordinator between the University, Federal postal facilities, and common package courier services.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Postal & Warehouse Responsibilities
Meets with representatives of the U.S. Postal Service as required and participates on the Postal Customer Council when required.
Manages the collection and delivery of outgoing mail to the United States Post Office in accordance with federal regulations.
Manages the pickup and delivery of packages and large items (including furniture) between the University and common package courier services.
Directs the collection and delivery of mail and packages on campus in accordance with postal and University regulations; manages the physical security of all mail, packages, and supplies in the mailroom and the warehouse.
Coordinates and directs personnel and materials in order to maintain schedules of mass mailings and supply deliveries with established time limits and deadlines; organizes schedules to conform to changing conditions.
Manages the stocking and distribution of housekeeping and postal supplies for campus use. Manages supply inventories and provides accounting control records. Directs inventory audits through regular cycle counts and annual comprehensive counts.
Manages the University’s U.S. Passport application office. Maintains compliance with all U.S. Passport Acceptance Facility standards and regulations.
Keeps abreast of technological advances and aligns equipment investments with required University systems. Maintains knowledge of current regulations and industry best practices, and attends training sessions to ensure fiscal and professional responsibility.
Unit Administration Responsibilities
Manages staff and work operations; develops job descriptions and performance standards; evaluates employee performance and consults with supervisor to create performance improvement plans when necessary; provides guidance and counsel to staff; and recommends required personnel actions, including promotion, hiring, termination, and disciplinary action in accordance with University policies and State regulations. Consults with the AVP to resolve unusual problems or policy concerns evolving from within the units.
Prepares unit budgets in collaboration with the AVP and manages departmental expenditures and inventory. Serves as Cost Center Manager for subordinate units and manages requisition processing, including pricing, and submits to Accounts Payable for inventory charge backs for departmental supplies and equipment. Maintains control over bulk rate expenditures.
Manages the procurement process for the work units, including contracting goods and services, postage purchasing, and equipment acquisition. Researches and develops new methods of operational efficiencies and solicits proposals for new work systems/equipment, when required. Guides department personnel on ways to achieve efficiencies.
Establishes service requirements and contracts with internal and/or outside vendors; monitors compliance of service contracts.
Develops and recommends policies and plans for unit operations, assessment, improvement, and staff training. Participates in short and long-range planning activities with the AVP. Analyzes and reviews the performance of work unit activities, streamlines systems and seeks methods to improve service and reduce operating costs.
Establishes and maintains effective communications and cooperative working relationships with University administrators, faculty and staff, government agencies and corporate partners in order to accomplish the mutual objectives of both the campus community and the Postal and Warehouse Services work unit.
Maintains integrity and appropriate confidentiality in institutional and program operations. Submits or contributes to the preparation of studies and reports containing analyses, findings, and recommendations for the management of subordinate units.
Enforces all policies and procedures as outlined in the MSU Employee Handbook and the University Facilities Employee Handbook.
Utilizes available staff, equipment, materials, and supplies as directed and adheres to all established standards for the use, care, confidentiality, and safekeeping of University resources. Understands and adheres to workplace rules, regulations, and codes of ethics.
Maintains current knowledge of and complies with applicable workplace safety guidelines and rules. Ensures the accurate and timely identification and/or reporting of hazards, injuries and accidents. Maintains and allocates proper funds to ensure employee and workplace safety. Ensures that employees are aware of and comply with occupational health and safety training opportunities. Attends occupational and professional training as directed.
Establishes and maintains an appropriate system of records and files.
Represents the university at conferences, seminars or meetings, and serves on ad hoc and standing committees as required.
Performs other duties as assigned.
Management retains the right to add or change job duties at any time.
QUALIFICATIONS:
REQUIRED:
Professional certifications in at least one area related to Executive Mail Center Management, Mail Design Professional, or Warehouse Management.
Five (5) years of experience in the operation of a large mailing or receiving department, with at least three (3) years of experience as a supervisor or a manager responsible for budget management, policy development, preparing reports, and maintaining records and accounts.
Experience in the application of the processes involved in: receiving, collecting, sorting, distributing, recording, and stamping a large volume of incoming and outgoing letters and packages; the application of postal regulations, billing procedures, and account management; and the utilization of postal systems and equipment.
Experience in the application of the processes involved in: receiving, recording, delivering, and accounting of stock goods; and experience developing pickup and delivery schedules and handling emergency, peak, seasonal and other unusual leads.
Demonstrated proficiency in the use of the Microsoft Office suite.
Must be able to report to work or work outside of standard business hours, when necessary.
PREFERRED:
Graduation from an accredited college or university with a Bachelor's Degree.
Familiarity with Asset Management and Inventory Management systems.
A driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.
PROCEDURE FOR CANDIDACY
Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instruction.
Department
AVP Facilities Services
Position Type
Administrative
Contact Information:
For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email
talent
@montclair.edu
.
EEO/AA Statement
Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.
Additional information can be found on the website at
www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/
Title IX and 34 C.F.R. 106 Policy
Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit:
https://www.montclair.edu/human-resources/job-seekers/
