Coordinator of Residential Mail Services

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Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, an Associate’s degree and two (2) years of directly related, full-time experience may be considered. Two (2) years of full-time administrative experience. Experience with Microsoft Office Suite (Excel, Word, PowerPoint, Visio, etc.) and/or Google applications. Supervisory experience (supervision of students may be considered). Experience with staff training and/or development.

Preferred Qualifications:
Two (2) years of progressive, full-time experience in mailroom/warehouse/shipping management. Experience working with SCLogic (mail sorting software), parcel lockers, and/or troubleshooting hardware (barcode readers, printers). Experience working with a diverse student population.

Brief Description of Duties:
Campus Residences at Stony Brook University, is seeking a Coordinator of Residential Mail Services to serve as a working supervisor and liaison between the Residential Mailroom operation (consisting of 3 mailroom locations), University mail services, as well as third party delivery vendors.

The Coordinator of Residential Mail Services reports to the Associate Director of Campus Residences for Safety and Support Services. The incumbent is accountable for the administrative management and coordination of activities related to the overall operations and services of the Residential Mailrooms. This position directly supervises 8 classified civil service positions and 50 temporary student employees.

Responsibilities include, but are not limited to:

• Managing residential mailroom operations serving over 10,000 residential students, receiving an average of 2000 parcels per day.
• Ensuring and maintaining compliance to Campus Residences' policies and procedures and respective resolution of resident mail issues.
• Supervise, recruit, hire, retain and train full-time support and part-time student staff.
• Manage staff scheduling for all locations and track temp service budget consumption.
• Manage inter-office, inter-agency and community mail route schedule (parcel locker delivery and transfers).
• Streamline and improve processes, develop metrics and evaluation of collection data.
• Manage and ensure accurate collection of data related to parcels and processes for the mailroom operation (sorts, pick-ups, transfers, sizes, out-going mail, postage sales, etc.)
• Accurate supervision, utilization and manipulation of various computerized data systems including financial, facilities and student records.
• Manage 24/7 parcel locker operation: implementation, expansion, delivery, repairs, software updates. Make repairs using tools, as needed. Schedule contractor repairs, as needed.
• Provide support and guidance on all package / mail related inquiries between students / mail rooms. Acting as the main point of contact and providing leadership to all 3 residential mailrooms.
• Establish a consistent mail and package experience between the 3 residential mailrooms so that it will be seamless no matter where a student lives on campus.
• Work alongside Campus Mail on all package related challenges.
• Provide strong customer service to over 10,000 residential students.
• Act as the go-to person for all delivery services (e.g. USPS, UPS, Amazon, FedEx, Lasership, DHL, etc.).
• Ensure proper handling and distribution of all residential mail received on campus in accordance with Federal law.
• Administer security/access control: Authorize, activate, deactivate and track swipe card access to residential buildings.
• Reconcile area financial reports; track expenditures and monitor allocations for supplies and equipment budget(s).
• Process supply requisitions for area in compliance with divisional guidelines.
• Follow up with the Campus Operations/Residential Operations, Division of Information Technology and other campus partners to ensure that work requests are completed in a timely fashion.
• Participate in Departmental or Division-wide meetings and committees as well as provide support to the Associate Director for their assigned committee/workgroup.
• Other duties or projects as assigned as appropriate to rank and departmental mission.
• Evening and weekend work may be required at times.

Special Notes:
This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

In addition to the employee's base salary, this position is eligible for $3,026 UUP annual location pay, paid biweekly.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

THE FOLLOWING PARAGRAPH ONLY APPLIES TO POSITIONS THAT MAY COME IN CONTACT WITH PATIENTS OR PATIENT CARE EMPLOYEES.
In accordance with federal and state regulations that all hospitals and nursing homes require personnel to be vaccinated against COVID-19, candidates who are not already fully vaccinated must obtain the first dose of a COVID-19 vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses in accordance with that particular vaccine manufacturer’s protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of a job offer or in accordance with that particular vaccine manufacturer’s protocol, whichever comes later.

The state regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulations allow for limited exemptions with reasonable accommodations, consistent with applicable law.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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