Mailroom Supervisor & Assistant Facilities Coordinator

Summary
The Mailroom Supervisor & Assistant Facilities Coordinator will undertake a variety of day-to-day mailroom tasks as well as assisting the Facilities Coordinator with facilities services office tasks. You will be an integral part in ensuring that the College Mailroom and office operations run smoothly and are successful in supporting activities on the campus and within the department. The position will need to be organized and professional with phenomenal communication skills. They will need to be comfortable dealing with people and able to carry out administrative duties with accuracy and speed. The goal is to ensure that Mailroom operations and campus facilities are efficient and add maximum value to the Facilities Services Department
Duties and Responsibilities/Mailroom Supervisor

• Ensure the Mailroom is operational and staffed for the posted hours of operation
• Accept all mail and packages from the U.S. Post Office, Fed Ex, UPS and other delivery companies
• Sort all incoming mail and packages to the appropriate box numbers
• Sort Business Reply Mail and charge to the proper department on a spreadsheet and send a monthly report to the Business Office at the end of month
• Distribute external and internal mail and packages as required
• Assign mailboxes and combinations to students and enter and maintain these items into the system
• Assign mailboxes to new employees, and their names, boxes and phone to the existing phone and box number list, remove employee when they leave
• Keep an updated address file of former College employees to forward their mail
• During the summer, forward first-class mail and packages to students on break
• Hire and supervise student workers to perform various functions with the department
• Coordinate student work schedules for mailroom hours of operation
• Check and authorize timesheets for all student workers
• When notified of a student withdrawal, remove label on mailbox and remove all mail and forward first- class mail
• Perform other duties as assigned by the Facilities Coordinator and/or Director of Facilities

Duties and Responsibilities/Assistant Facilities Coordinator

• Follow directions of the Facilities Coordinator and/or Director of Facilities in the operations and administration of the Facilities Services Department
• Administer and update the Maximo work order system and Attendance On Demand System
• Maintain the Facilities Department's policies and procedures
• Assist with the overall administrative activities for the Facilities Department.
• Responsibility for posting content to the MyW&J intranet site
• General knowledge of the union collective bargaining agreement
• Assist in vendor and/or contractor relationship management
• Participate as needed in special department projects and campus events
• Other duties as assigned by the Facilities Coordinator and/or Director of Facilities

Qualifications

• Proven experience as office coordinator or in a similar role
• Excellent communication and interpersonal skills
• Possess strong organizational skills
• Experience in customer service focused role will be a plus
• Knowledge of office management systems and procedures
• Outstanding knowledge of MS Office
• Working knowledge of office equipment (copier, scanner, etc.)
• Ability to quickly become proficient in Attendance On Demand, Maximo work order system and MYW&J

Supervisory Duties
This position manages all mail room employees, including student workers, and supervises projects as directed.
Disclaimer
The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the position described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the position.
Job Description Status
The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Washington & Jefferson College reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.
Application Instructions
Apply for this job at . Please submit a cover letter and resume. It is recommended that all documents be in PDF format and uploaded at one time. Review of applications will begin immediately.
Employee Benefits
Washington & Jefferson College offers a comprehensive benefit package for benefit eligible employees; including health, vision, and dental coverage, group life insurance, AD&D and LTD coverage, retirement plan, generous leave time, and the tuition benefit programs. These benefits add significantly to the employee's total compensation package.
Getting to Know W&J
Washington & Jefferson College is the best of both worlds: a small-town college setting in historic Washington, Pa., with easy access to the bustling business and cultural districts of nearby Pittsburgh, Pa. just 30 miles to the north. Founded in 1781, W&J College is a private, residential liberal arts college that is focused on student success. Our dedicated, experienced professors are passionate about teaching and work closely with our students to ensure that they receive a quality, comprehensive education. For more than 200 years, our alumni have influenced change in business, politics, medicine, and the arts and sciences as CEOs, lawyers, doctors, researchers, writers, teachers, and in many other equally worthy professions.
Celebrating Diversity
Washington & Jefferson College welcomes people of all backgrounds and beliefs who wish to participate in a diverse educational community. The College strives to be a place where all students, faculty, administrators and employees are able to live, study and work in an atmosphere free from bias and harassment. The College encourages civil debate and lively exchange of ideas in the belief that such exchanges promote understanding that will grow beyond simple tolerance of difference to embracing and celebrating the richness of diversity. Our graduates acquire knowledge and learn skills that help them thrive in a culturally diverse world.
Equal Opportunity Employer
Washington & Jefferson College (W&J) is committed to increasing diversity in our community and actively pursues individuals from all backgrounds. Additionally, W&J College complies with all applicable federal, state and local laws and provides equal opportunity in all educational programs and activities, admission of students and conditions of employment for all qualified individuals regardless of race, color, sex, religion, age, disability, sexual orientation, protected veteran status, gender identity, or national origin.