Mail Services Manager

JHU Central Mail & Receiving Services is seeking a Mail Services Manager.  The Mail Services Manager reports to the Manager of Supply Chain Operations for the JHMI Integrated Mail Distribution System. Responsible for planning, organizing, and managing of daily U.S. Postal Service mail, private carriers (DHL, FedEx, UPS, etc.) and interdepartmental/intradepartmental mail center operations for the JHU Homewood Campus, JHU at Eastern and other JHU ancillary locations. Manages and directs department staff, university vehicles, postal, mailing/shipping, logistics, private carriers, and customer services activities to departments. Coordinates and advises on departmental mailings.

Contacts

External

• U.S. Postal Service: verification and clarification of certain regulations, mail classifications, and associated matters pertaining to university permits and mailings. Most common contacts are customer service representatives, accounting, express, mail office, collections, classifications office and on occasion the Postmaster’s Office. These contacts are made frequently.
• Private Carriers: DHL, FedEx, UPS, etc., and other couriers and shipping vendors.
  
• Coordinate logistics of inbound and outbound product with freight partners, vendors, and customers.
  
• Mailing Houses: Coordinate and advise for mailings both internal (campus) and external (U.S.P.S.) to ensure that deadlines are maintained.
  
• Private equipment and service vendors: Contact is on an as needed basis for service calls, supply orders, and replenishment of advance deposit accounts as well as for billing inquiries and maintenance.
  

Internal

• Consult with offices concerning major and specialized mailings and advise on design and printing of mailed matter.
  
• Department administrators advised on the postal rates available and what kind of impact to expect on their mailings.
  

Accounting Services

• Requisition checks for the reimbursement of daily and monthly postal sales permit mailings, advance deposits and vendor billing. Account maintenance for two operation budgets and four USPS postage accounts. These contacts are on a daily basis, possibly more than once a day.

Specific Duties & Responsibilities

• Oversee the documentation of sensitive mail (Express, Registered, Certified, Insured, and Delivery Confirmation).
• Oversee receiving, storage, and shipment of materials and related reporting in accordance with established procedures.
• Oversee the coordination of mailings, both internal, U.S.P.S., and private carriers.
• Instruct departments and organizations on correct mailing/shipping procedures.
• Schedule work hours and approve overtime on as need basis.
• Process private carrier and U.S.P.S. forms (inquiries, statistical, mail processing, etc.).
• Maintain computer and paper documentation regarding personnel and departmental operations.
• Oversee Quality Assurance processes.

Budget Responsibility

• Assist with management of the departmental budget to ensure departmental goals and objectives are met. Ensures that expenditures remain within budgetary constraints. A thorough understanding of auditing and budget control procedures is required. Ensures the monthly reconciliation of five postage budgets and prepare check requisitions for postage replenishment in excess of $35,000/activity per month.
• Oversee the chargeback of institution-wide postage and mailings. Report monthly financial statistics to management and JHU administration. Reconciles and maintain U.S. Post Office advance deposits, funds on postage meter equipment.

Authority/Decision Making Level

• Responsible for the timely, efficient operation and quality control of JHU Mail and Receiving Services. Plans and organizes staffing patterns and schedules for subordinates. Assists with the development and interpretation of policies and procedures for the department. Responsible for preparation of accurate departmental records and reports for accounting and performance statistics. Selects, evaluates and when necessary, disciplines subordinate personnel. Develops and monitors preventive maintenance schedules for equipment.

Supervisory Responsibility

• Develops and implements departmental goals and objectives for Mail Services. Plans and organizes staffing patterns and work schedules for subordinates. Ensures compliance with JHU policies. Assists with development and interpretation of policies, accurate departmental records and reports for accounting and performance statistics. Selects, evaluates and when necessary, disciplines subordinate personnel.
• Maintains employee schedules to accommodate accurate daily activities for effective and appropriate business practices. Ensures completion of timely subordinate performance evaluations. Addresses employee disciplinary actions by identifying disruptions in operations and employee/client service relations. Ensure business peak periods are met with every available resource.

Information Management

• Ability to obtain and utilize information from SAP, E210, Kronos, Workforce Management, Success Factors and other systems to effectively manage mail and receiving operations. Must be able to produce and understand charts and graphs related to the operation. Must be able to understand JHU forms, requisitions, purchase orders, etc.

Working Conditions

• Works occurs in a production environment where there are some minor physical discomforts due to noise, dust and/or extreme temperatures, etc. Work is performed in a demanding, pressured environment where customer and staff requests must be promptly and tactfully addressed.

• Bachelor’s Degree.

• Four (4) years of related postal, mail service/delivery, letter shop, or other related experience required.
• Experience related to letter shops, postal contract stations, dock/receiving/warehouse or other mail/shipping related production operations in a university setting or large business center preferred.
• Additional education may be substituted for years of related experience and additional experience may be substituted for required education, to the extent permitted by the JHU equivalency formula.

Special Knowledge, Skills & Abilities 

• Familiar with routines and practices of postal/receiving operations in order to plan and assign work, as well as follow-up with employees performing standardized activities. Knowledge as acquired in two or more years related experience and at least two years of supervisory experience.
• Must have strong communication skills and the ability to communicate well with customers, vendors and all levels of employees and management.
• Knowledge of basic computer programs such as outlook, word, excel and power point along with the ability to learn new programs for tracking mail/packages, productivity, and vehicles.
• Comprehensive knowledge of US Postal rates and regulations to contain costs without disrupting service levels. Maintain mail center and University policies by proposing and implementing approved procedures. Address concerns from the Office of Audit and Risk Management Services.

Professional Skills

• This position requires the ability to make independent decisions to maintain and prioritize all aspects of departmental operations.
• Requires keen analytical skills to resolve problems and/or investigate complaints, prepare reports and interpret data.
• Strong interpersonal communication and customer service skills required in order to exchange information with university staff, customers, and external vendors.
• Ability to propose suggestions for various supplemental postage requirements in order to minimize the effects of U.S.P.S. postage increases.
• Must possess a thorough understanding of all USPS mail classifications, regulations, and rates to anticipate the impact of postal regulations and impact on mail related programs and budget constraints.
• Must have the ability to gather and organize data in order to serve departmental operations in developing spreadsheets for accounting statistics.

Required Licensure Certification

• Valid driver’s license with a clean driving record is required. Any one of the following certifications is highly preferred: Certified Mail Distribution Systems Manager (CMDSM), Executive Mail Center Manager (EMCM), Mailpiece Design Consultant (MDC), or Mailpiece Design Professional (MDP). Member of Postal Customer Council (PCC), Mail Systems Management Association (MSMA), and/or National Association of College and University Mail Services (NACUMS) is preferred.

Machines, Tools, Equipment

• Must be familiar with an array of mail/shipping equipment as well as general office and communications equipment, PCs, and other equipment generally related to mailing/shipping operations. 
• Training in use of equipment used to process mail/shipping and postal tracking software is recommended.

Classified Title: Mail Services Manager 
Role/Level/Range: ATP/03/PC  
Starting Salary Range: $53,300 - $93,500 Annually (Commensurate with experience) 
Employee group: Full Time 
Schedule: Monday - Friday 
Exempt Status: Exempt 
Location: Homewood Campus 
Department name: ​​​​​​​Mail Services 
Personnel area: University Administration 

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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