• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $90,000 - $95,000

Position Summary

Reporting to the Executive Director of Operations (EDO), the Manager of Operations (MO), serves on the staff of Administrative Services and supervises the daily operations of Student Mail, Administrative Mail, and Transportation at their assigned campus. The MO is an integral part of divisional collaboration by providing feedback and assistance to all departments within Administrative Services. Administrative Services is comprised of the following departments: Print Services, Copier Program, Administrative Mail, Student Mail, Transportation, and all of Facilities & Operations Vehicle Fleet oversight.

Administrative Mail is responsible for the timely and accurate collection and distribution of all interoffice mail, checks, and US Postal Service (USPS) mail and parcels throughout the University, including the Morningside, Manhattanville, and Medical Center campuses along with various satellite locations.  Administrative Mail also processes outgoing USPS mail for schools and departments.  Ensuring quality, consistency and timeliness of mail services is essential to the efficiency of the Administrative Mail room?s operation and to the Columbia community.

Student Mail collects and distributes all student mail and packages.  Student Mail also processes outgoing mail and parcels, manages rental boxes, oversees locker rentals and maintains a 6,800+ active student body registry for all incoming and outgoing undergraduate residential students.

Transportation Services oversees management of all University scheduled shuttle buses which connect the various campuses and satellite locations of the University, as well as coordinates requests for non-scheduled ?charter? bus services. Transportation services also manages the primary limousine and black car service vendor relationships for the entire University. In addition, Transportation ensures the proper maintenance and oversight of all of CUFO?s fleet of vehicles.

The Copier program oversees a 900+ database of copiers throughout the main campuses and satellites. The program ensures that all clients receive support in the acquisition and removal process and with their copier service and maintenance needs.

The MO supports the EDO with oversight of the daily operations of the Administrative & Student Mail operations and Transportation, which employs 24 full-time in-house employees for their assigned campus. Service contract assistance including prep for RFP?s and tracking service to contract deliverables, SLA?s and SOW?s are being executed to satisfactory levels. The MO assists the EDO in maintaining logistics including: coordination, transportation, personnel, equipment, performance, reporting and evaluation, so that divisional personnel standards and department metrics are measured, benchmarked and reported on a regular basis for their assigned campus.  The MO will supervise staff in Mail and Transportation to meet operational policies and procedures, and tracks expenditures to assist with proper accounting for their assigned campus.      

Responsibilities

Essential Duties & Responsibilities                                                                      

Supervises the daily operation of the Administrative & Student Mail and Transportation for their assigned campus.  Supervises the performance, evaluation, and assists with development of 24 full-time in-house employees assigned to Mail and Transportation operations.  The MO cross trains staff for back up support of all functions.  Assists all departments with coordination, transportation, personnel, equipment, and other related tasks.         

Supervisory Responsibilities                                                                                

The MO supervises staff at their assigned campus so that service units are in line with University policies and procedures. Adheres to Collective Bargaining Agreements covering the applicable employees comprised of the 1199 Bargaining Unit. Assists in the monitoring of performance standards and quality measurements for staff for consistency across the service units. Tracks time and attendance, and assists with the performance evaluation process, and with employee development and discipline.

Vendor Management                                                                                           

The MO communicates with service vendors (i.e. shuttle, black car, Student Mail, vehicle maintenance, etc.) for adherence to contract terms, monthly and quarterly reporting, and proper invoicing.  Seeks other viable alternatives to services that may meet departmental needs.  Regularly communicates with USPS to ensure timeliness of incoming and outgoing mail. 

Relationship Building                                                                                          

The MO maintains relationships to foster a customer friendly environment and resolve issues or questions. Interacts effectively and diplomatically with staff, management, and clientele, including schools, departments, student organizations, vendors, service providers and the University community by oral and written communications.                                       

Equipment Management                                                                                     

The MO assists with oversight and maintenance of the CUFO vehicle fleet for their assigned campus consisting of 65+ vehicles. The incumbent is also responsible for maintaining mail sorting machines that process over 1 million pieces of mail annually.  Manages the package tracking system and oversees the fleet tracking system for their assigned campus. 

Ad hoc responsibilities as assigned.                                                                      

Minimum Qualifications

• Bachelor?s degree and/or equivalent.

• Three to five years? experience. 

• Excellent computer skills with proficiency in Microsoft Office applications. 

• Demonstrated analytical and problem-solving skills along with proven decision-making skills and initiative is required.

• Must have strong communication skills both oral and written, customer skills, and the ability to interact with management at all levels.  

• Some heavy lifting is required (up to 25 lbs.) and must work on occasional weekends and off-hour work as needed.

• Valid driver's license. 

Preferred Qualifications

• Bachelor?s degree in Business.
• Three years? experience preferably in a managerial capacity with a strong operational background encompassing various aspects of service. 
• The ability to work independently and as a member of a team. 

• Familiarity with transportation, vehicles, their maintenance, and mail room office equipment required to run mailroom operations. 

• The ability to multi-task and prioritize under pressure, and on a daily basis. 

• Proven leadership is a plus.

• Related experience in supervising Bargaining Unit employees.

• CDL driver's license.      

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

About Columbia University

Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.

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