Harvey Mudd College
Admin - Clerical
The Mailroom Supervisor coordinates the College’s mailroom operations in conjunction with outside postal agencies, and provides accurate information and assistance to students, faculty and staff; ensures the mailroom provides a high level of customer service; assists the Senior Director of Administration, Emergency Preparedness and Employee Safety by conducting evaluations, research and technical studies; independently conducts and coordinates special projects for the mailroom and Facilities Department, as assigned.
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
Summary of Job Responsibilities:
Provides leadership and direction to mailroom staff to ensure incoming and outgoing U.S. and campus mail is processed timely and accurately. Includes sorting and distribution, mail metering, Federal Express, Airborne, UPS and specialized mailings. Notifies persons regarding arrival of special deliveries or packages. Composes a wide variety of documents, as assigned, from semi-finished source material, or raw data. Produces final documents formatted with correct spelling, syllabication, punctuation, and grammar. Designs and produces documents/spreadsheets using appropriate software (Excel, PowerPoint, etc). Independently researches, compiles and prepares materials related to special projects, non-routine reports, correspondence and other documents. Obtains and furnishes necessary information from a variety of internal and external sources. Maintains a high level of customer service for faculty, staff and students. Anticipates needs and looks for ways to enhance service and improve mailroom operations. Utilizes cost-effective measures to reduce spending. Supervises one regular mailroom staff member, on-call staff and student workers. Includes hiring, training, evaluating, scheduling and daily supervision. Sets priorities and work schedule for mailroom staff. Maintains and updates training/procedures manual. Provides training to mailroom staff to maintain a professional, safe, organized and clean work environment. Advises mailroom staff as well as faculty, staff and students on mail procedures, postal rates and regulations. Prepares and sends routine correspondence announcing changes in mailroom operations or procedures. Researches and assesses the needs of the faculty, staff and students regarding mail programs. Assigns mailboxes. Schedules routine maintenance as well as repair-maintenance as necessary. Performs bookkeeping for the mailroom. Includes recording and reviewing expenses of the department; metered mail, preparing interdepartmental billings of machine use and cost. May prepare billings for various department accounts for postal and express services. Oversees accounts and total amount spent. Monitors, prepares and oversees the mailroom budget. Serves as a selling agent of USPS stamps to the HMC community and properly accounts for all aspects of the operation. Maintains data regarding mailbox assignments. Closes out boxes. Maintains forwarding addresses for students, staff and faculty. Responds independently to inquiries requiring knowledge of policies, procedures and guidelines. Exercises considerable tact and discretion. Anticipates the needs of the mailroom to order supplies while monitoring the budget. Initiates, maintains and implements improvements in mailroom recycling and utility conservation efforts and activities. May perform related duties such as folding, sorting, metering, forwarding and delivering mail, applying labels, stuffing envelopes, zip-coding etc. Participates and trains as a member of the HMC Campus Emergency Response Team (HMC CERT). Performs other duties as assigned.
Summary of Qualifications:
Education and Experience:
High school graduation or G.E.D., plus extensive additional coursework from technical school, business school or college; or any combination of education, training and experience that provides the required knowledge, skills and abilities of the position. Three to four years of related experience, including a minimum of three years of supervisory experience. Preference to candidates with specific mailroom experience, knowledge of postal regulations, DOT, IATA, Title 49 and computer skills as listed above. Experience in an educational setting is desirable.
Knowledge, Skills, and Abilities:
1. Knowledge of postal regulations, metering equipment.
2. Knowledge of Department of Transportation (DOT) regulations for shipping.
3. Knowledge of International Air Transportation Association (IATA) for shipping.
4. Knowledge of the Regulations for the transportation and shipment of hazardous materials found in Title 49 of the Code of Federal Regulations.
5. Proficiency in word processing software (MS Word) and highly experienced in using various other software and spreadsheet programs such as Excel and PowerPoint and ability to learn and apply new software applications.
6. Ability to compose written correspondence and reports from source and semi-finished materials and spell accurately.
7. Sort and file alphabetically and by project or subject-related heading. Research files and other internal and external sources to select relevant to projects.
8. Ability to interact well with a diverse community of students, faculty and staff and outside vendors.
9. Excellent organizational skills, ability to prioritize, and problem-solving skills.
10. Ability to supervise employees including student workers.
11. Ability to manage budgets.
12. Ability to provide excellent customer service and implement improvements affecting daily operations.
13. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
14. Ability to develop, recommend and implement department operating procedures.
15. Ability to write reports, correspondence, policies and procedures.
16. Ability to walk, stand, climb, push, pull, twist, stretch, lift heavy packages up to 50 lbs from ground to waist level without assistance and work on feet for long periods.
17. Knowledge of safe work practices.
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
Harvey Mudd College is an Affirmative Action/Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran’s status, disability, or any other characteristics protected by applicable law.