Student Mail Center Assistant Manager

The Assistant Manager of the Student Mail Center oversees daily postal operations at the Liberty University Student Mail Center Facility. As packages arrive each day from a minimum of 4 different carriers, each with their own processes, the assistant manager is responsible for ensuring they are all processed and distributed appropriately. They must understand the policies and procedures for each individual carrier that delivers to the University and remain in contact with representatives from each carrier should a schedule or status update occur. If there are any issues in delivery of a package or a question about an incoming package the Assistant Manager will decide on how to process the item. In addition to overseeing the sorting and processing of incoming mail and packages, the assistant manager also oversees the operations of outgoing mail and packages from the University. They must have full knowledge of all aspects of the shipping process and have the knowledge to process an outgoing package to anywhere in the world utilizing multiple carriers, should the need arise.
The Assistant Manager of the Student Mail Center is also responsible for tasks related to staffing and schedules. They work with the Manager of the Student Mail Center to ensure that all areas of the facility are staffed appropriately and ensure that PTO requests, departmental changes, and University operating changes are relayed to the manager and staff as needed. They assist in ensuring all equipment utilized by the department are maintained and kept up to date with all requirements and policies of the University. They also ensure that all supplies and required tools for the department are maintained and ordered, as needed.
The Assistant Manager of the Student Mail Center communicates with students and/or departments to resolve any issues that may arise related to shipping or receiving through the Student Mail Center to ensure prompt resolution of any issues that may arise.
Overall, the Student Mail Center Assistant Manager is essential in the operations of the Student Mail Center and its smooth day to day function.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Oversee up to 1 full time staff and 26 student workers to ensure success of daily operations.
• Manage postal requirements and ensure compliance to regulations.
• Accomplish department objectives by assisting the manager in managing staff and planning.
• Process and distribute mail for all on campus students, staff, and faculty.
• Inspect all incoming mail and packages for damage or incorrect address.
• Identify all incoming mail and packages as either a department or a student (100 departments or a student)
• Safely handle packages ranging in weight from 1lb to 100 lbs.
• Utilize custom package management software efficiently and accurately
• Communicate with Supervisor/Manager about departmental changes.
• Sort, organize, and prepare shipments leaving the facility based on individual carrier regulations and policies.
• Run and analyze reports to determine packages and mail due to be returned.
• Accurately process returned packages to their original sender based on carrier specifications.
• Ensure established procedures are followed throughout the facility.
• Maintain office efficiency by planning and implementing office systems and layouts.
• Prepare daily cash reports and deposits.
• Create Social Media content adhering to Liberty University guidelines.
• Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Communicating with people outside the university, representing the university to customers, vendors, and other external sources.
• Makes office purchases by submitting a requisition in BuyLU by assigning a cart.
• Ensure that all necessary office supplies are in stock as needed.
• Ensure that all equipment is in good running condition.
• Able to troubleshoot all programs. (SendSuite/Pro, SC Logic, Cloud POS)
• Interact with students, parents, staff, and faculty on a regular basis to answer any questions and help with any problems that arise.
• Serve as a liaison between the university and third-party mail and package carriers including USPS, UPS, FedEx, DHL, and others.
• Oversight of outbound shipping.
• Propose improvements that will further the departmental goals of efficiency and customer service.
• All Work Study and Postal Specialist tasks as needed.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position is responsible for 1 full time staff and up to 26 work study staff.

• Organize and supervise daily operations such as the processing of incoming and outgoing mail.
• Keeps track of any package errors and reports them to Manager.
• Performance management of all employees, delivery goals and expectations and monitoring performance.
• Maintains office staff job results by coaching, counseling, encouraging, and communicating staff issues to Manager.
• Encouraging and building mutual trust, respect, and cooperation among team members.
• Handling complaints, settling disputes, and resolving grievances with faculty, staff, students, and customers.
• Provide information to supervisors, customers, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Completes operational requirements by delegating tasks to student workers ensuring that day to day operations is fulfilled.
• Submits required work orders and correspondence for support needed departmentally (IT Helpdesk, access control and school dude)
• Makes office purchases by submitting a requisition in BuyLU by assigning a cart.

QUALIFICATIONS AND CREDENTIALS

Education and Experience

• A minimum of one year of experience with shipping and receiving is required.
• A background in management is preferred, but not required.
• Proficiency in Microsoft Office tools including Word, Outlook, and Excel.
• High School Diploma Required
• Extensive knowledge of mail procedures and regulations.
• Exposure to postal regulations, a plus
• Demonstrated leadership in a Post Office environment.
• Excellent customer service skills
• Ability to develop a working knowledge of SCLogic Management Software
• Working knowledge of Pitney Bowes shipping and processing software
• Generating reports and analyzing data for inconsistencies
• Experience in operating vehicles of different sizes ranging from sedans up through box trucks.

Driving Requirements

To obtain LU-approved driver certification, individuals must be 21 years of age or older, possess a valid driver’s license with a minimum of five (5) years of documented driving history, and maintain a clean driving record.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Communication and Comprehension

• Ability to effectively communicate both verbally and in writing to convey clear, well-articulated information.
• Ability to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner.
• Possess public communication skills that allow professional representation of Liberty University to a variety of business and community customers and associates.
• Excellent computer skills.

Problem Solving

• Intuitively able to reason, analyze information and events, and apply judgment to solve problems of both a routine and complex nature.

Physical and Sensory Abilities

• Required to travel to local and campus locations as well as industry conferences.
• Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
• Regularly required to hear and speak to effectively communicate orally.
• Required to stand, walk, and climb stairs to move about the building.
• Handle materials, reach overhead, kneel or stoop in order to conduct business.
• Regularly lift 50 or fewer pounds.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is indoors in a climate-controlled environment and outdoors as needed. It is well lighted, and the noise level is moderate. There will be, on occasion, times which may result in work outside, but the primary environment will be inside.

Driving Requirements

Regular driving of university vehicles may be required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insurance is required.

Time Type

Full time

Location

Lynchburg - In Office

The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.