Duplicating Services Assistant/Mail Services

Position Summary: To coordinate and provide print to the university community, including faculty, staff and students. This position works closely with all University departments to ensure that university publications properly reflect university branding. In the mail area, this position provides coverage for the Mail Services Associate and works with the full campus community to expedite all incoming and outgoing mail and packages. The employee must understand and embrace the mission of Catholic higher education and must commit to the mission, goals and objectives of Holy Family University in word and deed.

Direct Reports: Work\Study Student Workers

Essential Functions: Job duties that must be performed, with or without reasonable accommodation, and may include any of the following tasks, knowledge, skills and other characteristics. This job description is illustrative and is not a comprehensive listing of all functions and tasks performed by incumbents in this position. 

• Printing and duplicating services; Job intake and prepress file evaluation; Adjust and impose files for printing; Run and maintain machines; collate, cut, bind and staple manuals and booklets; assist faculty and staff on copy machines; make adjustments to equipment, add toner to machines, clear jams when problems occur; call for service when necessary, replenish supplies as needed. 


• Inventory: Maintain current inventory of all supplies for office paper (various colors, weights and sizes); supplies for machines and general office supplies and place orders as needed. 

• Prepare monthly report of departmental charges for the Business Office; prepare fiscal budget, and other duties as needed.

Non-Essential Duties/Responsibilities:

•  Any other duties as assigned. 


• Provide coverage for mail room; Process incoming packages; Process outgoing mail and packages; Retrieve and sort mail; Deliver mail


• Supervision: Schedule, train and supervise work-study students.

General Expectations: Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed. Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to work with diverse personalities, and harmoniously with students, faculty and staff, and the public. Employees are expected to follow and abide by all University policies, rules, regulations and guidelines. 

Education & Experience Requirements: High school diploma or equivalent; Experience operating digital color press and finishing equipment; Experience preflighting print files; Package intake and mail processing; working knowledge excel and other software is required.

Knowledge, Skills and Abilities: 

Knowledge of and ability to follow university policies and procedures. 

Ability to establish and maintain effective working relationships with the campus community. 

Expertise operating and maintaining digital color press; Prepress file manipulation; Ability to interact professionally with individuals at all levels.

working knowledge of:

MS Word Excel Publisher Adobe Creative Suite

Quite Imposing Fiery Print Server iQueue Print Server

Work Environment: 

Operates in an office environment, that may have frequent interruptions. The area is well-lit, temperature controlled and free from hazards. Noise level is generally quiet to moderate. 

Physical Requirements:

Communicates frequently, in person, over the phone, or via a computer. Hearing is needed for extensive telephone and in person communication. Regularly required to sit for long periods of time; use hands to finger, handle or feel; reach with hands and arms. Manual dexterity is needed in order to operate a computer keyboard. Operates standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Ability to lift and transport cartons of paper (approximately 45 Ibs) and supplies for machines.

Certification/Licensure:  N/A

Other important information: Should remote work become necessary or offered, employee must be willing and able to perform all parts of this job description while working from home, on campus or a combination, and be proficient or willing to become proficient in the technology needed to work remotely.