JOB SUMMARY:

Responsible for developing, managing, overseeing, organizing, and supervising of Mail Services at the University. Position ensures institutional-wide compliance with applicable laws, rules, regulations, policies and procedures.

ESSENTIAL JOB FUNCTIONS:

• Plans, schedules, controls, establishes work schedules, and supervises the work of the central mail room, contracted U.S. Postal Office, Mail Box Operations, and Mail automation process.

• Analyzes designs, establishes and maintains mail delivery and collection routes to provide/maintain optimum service levels to all departments; coordinates UTMB mail delivery and collection schedules with U.S. Postal Service, and external mail processing companies. Responsible for managing an established Mail Delivery Code/Zip+4 Code Add on Program, approving and communicating appropriate add-on codes to the U.S. Postal Service and requesting party while maintaining appropriate documentation.

• Develops, recommends, implements and maintains approved reporting methods associated with collecting, analyzing and reporting of statistical information including monthly billing activity and account maintenance utilizing available resources.

• Receives and resolves complaints from faculty and staff relating to mail service problems. Addresses all inquiries and issues raised regarding service levels of Mail Service activities and billing with various UTMB personnel and departments for the coordination of activities and service.

• Ensures compliance with U.S. Postal Service regulations with respect to correct postage according to mail classification, correct packaging, size and weight limitations, insurance liability limits, etc.

• Personnel management functions regarding staffing, employee development, and disciplinary action as warranted.  Administrative functions, including employee timekeeping, vacation scheduling and ordering of supplies as needed.

• Ensures annual employee evaluations are conducted in accordance with established UTMB procedures. Development and administration of on-the-job cross training programs associated with Mail Services activities. Managing a program that ensures back-up capabilities are achieved in all functional areas.

• Adheres to internal controls and reporting structure.

MARGINAL OR PERIODIC JOB FUNCTIONS:

• Keeps abreast of pertinent laws, rules and regulations that affect the mailing industry.  Meets with U.S. Postal representatives and Vendors to ensure UTMB mail requirements are handled in the most efficient and cost effective manner possible.

• Performs related duties as required.

 REQUIRED EDUCATION / EXPERIENCE:

Associates degree or equivalent and four years related experience. 

EQUIPMENT:

Standard office equipment.

WORKING ENVIRONMENT/LOCATION OF POSITION:

Standard office environments.

OTHER:

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.