Job Description
Manager of Mail & Print Services
Department: Mail & Print Services / CIT
Reports To: CIT Director for IT Business Services
Status: Full-time, Non-exempt
SUMMARY
The Manager of Mail & Printing Services provides operational and technical leadership for Calvin University’s in-plant print, graphics, signage, and mail services. This role is responsible for overseeing daily production operations, leading staff and student employees, and ensuring high-quality, cost-effective, and brand-aligned services for campus and external partners. In addition to hands-on production expertise, the Team Lead plays a key role in service growth, modernization initiatives, and long-term sustainability of Printing Services as an auxiliary enterprise. This position is critical to leadership succession planning and continuity following the planned retirement of the current Team Lead.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties are representative of the position and are not intended to be all-inclusive. Other duties may be assigned.
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Provide day-to-day leadership for Printing Services and Mail Services operations, ensuring timely, accurate, and professional completion of print and mail requests.
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Lead and oversee production across digital, wide-format, and flatbed printing environments, including finishing processes such as cutting, binding, laminating, and installation preparation.
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Serve as the technical lead for complex print, graphics, and signage projects, providing guidance and troubleshooting support to staff and student employees.
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Coordinate and monitor the campus fleet of printing devices, including paper and toner levels, preventive maintenance, and service requests through authorized service providers.
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Serve as the primary operational contact for managed print services, including auto-toner replenishment and vendor performance coordination.
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Support implementation and ongoing use of a web-based print storefront to streamline job submission, improve workflow efficiency, and expand service access.
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Consult with customers to define project requirements, recommend solutions, and ensure alignment with institutional brand standards and quality expectations.
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Evaluate print requests for copyright compliance and confidentiality requirements.
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Maintain inventory of paper, consumables, and supplies by tracking usage trends, forecasting demand, and placing orders to support operational continuity and growth.
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Support daily mail operations, including incoming and outgoing mail and package delivery, ensuring reliable service to campus departments and students.
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Hire, schedule, train, and supervise student employees; coordinate schedules and training for non-student staff as needed.
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Support leadership succession and knowledge transfer to ensure continuity of operations during staffing transitions.
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Collaborate with CIT leadership on service planning, capacity management, and continuous improvement initiatives that support budget assumptions and long-term sustainability.
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Maintain awareness of developments in printing, graphics, and production technologies and recommend improvements aligned with institutional needs.
SUPERVISORY RESPONSIBILITIES
This position supervises student employees and provides functional guidance to staff supporting Printing Services operations.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
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Associate’s degree in printing, graphic communications, or a related field, or equivalent combination of education and experience; bachelor’s degree preferred.
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Three to five years of experience in an in-plant or commercial print environment.
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Demonstrated experience operating and supporting digital production printers, wide-format printing, and finishing equipment.
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Experience leading, training, or supervising staff or student employees.
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Strong organizational, customer service, and communication skills.
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Working knowledge of computers, print workflow software, and pre-press tools.
FAITH and EDUCATIONAL COMMITMENT
Commitment to the educational mission of Calvin University as a Christian liberal arts institution affiliated with the Christian Reformed Church, including a personal commitment to the Christian faith and to the integration of faith, learning, and student development.
DIVERSITY and INCLUSION COMMITMENT
Demonstrated awareness of and commitment to establishing positive relationships and effective communication across multiple dimensions of diversity, including race, gender, physical ability, class, and religious perspectives.
COMMUNICATION SKILLS
The position requires the ability to exchange factual information, understand and give instructions, and perform duties requiring listening, reading, speaking, and writing skills. This role involves handling confidential information related to printing and mail services.
COMPLEXITY
The position requires the ability to carry out detailed written and oral instructions and to manage multiple priorities in a production environment with varying deadlines and service demands.
ACCOUNTABILITY
The position establishes operational practices and routines, supports service quality across campus, and contributes to the financial and operational sustainability of Printing Services as an auxiliary enterprise.
DECISION MAKING / JUDGMENT
This position requires independent judgment in prioritizing work, resolving operational issues, and balancing service quality, cost, and capacity considerations within established policies and procedures.
OTHER SKILLS AND ABILITIES
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Ability to work flexible hours as required to support production and installation schedules.
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Ability to work effectively under deadline pressure.
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Ability to prioritize and manage multiple projects simultaneously.
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Commitment to delivering high-quality customer service.
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Ability to maintain confidentiality in handling printed and mailed materials.
WORKING RELATIONSHIPS
The position requires frequent interaction with campus departments, external partners, vendors, and colleagues within CIT to support effective service delivery.
PHYSICAL DEMANDS / WORK ENVIRONMENT
The physical demands described here are representative of those required to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
Lifting and carrying objects weighing up to 50 pounds. Prolonged standing and movement within a production environment. Using a keyboard and computer to enter, retrieve, and process information. Visually inspecting printed materials for accuracy and quality. Working with production equipment where carelessness could result in minor injury.
Revised: 03-02-2026
FAITH and EDUCATIONAL COMMITMENT
1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
2. A commitment to the Christian faith and to the integration of faith, learning, and student development.
DIVERSITY COMMITMENT
Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.
