Manager of Mail Services

For more than 150 years, the School of the Art Institute of Chicago (SAIC) has been a leader in educating the world’s most influential artists, designers and scholars. Located in downtown Chicago with a fine arts graduate program consistently ranking among the top four graduate fine arts programs in the nation by U.S. News and World Report, SAIC provides an interdisciplinary approach to art and design as well as world-class resources, including the Art Institute of Chicago Museum, on-campus galleries and state-of-the-art facilities. SAIC’s undergraduate, graduate and post-baccalaureate students have the freedom to take risks and create the bold ideas that transform Chicago and the world—as seen through notable alumni and faculty such as Michelle Grabner, David Sedaris, Elizabeth Murray, Richard Hunt, Georgia O’Keeffe, Cynthia Rowley, Nick Cave, and LeRoy Neiman.

Benefits Eligible Standard Hiring Range Role

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• Hiring Range
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• Job Classification: Exempt
• Grade Level: 6
  
  

About The Position

Manage mail services for the SAIC Community, including mailroom locations in various campus locations and the Residence Halls. Supervise full-time staff and student employees in the daily operations of mail services. Coordinate with postal, delivery, freight, and messenger companies. Responsible for policy development and implementation. Manage supply orders. Responsible for budget and account management/tracking.

Primary Duties And Responsibilities

• Mail receipt, processing and delivery – Oversee processing of incoming and outgoing mail campus-wide. Ensure mail is distributed in a timely manner to individual mailrooms, pickup locations, or campus departments. Supervise staff and student employees in the proper documentation of all incoming and outgoing mail. Communicate closely with departments to make sure needs are met, including regular mail services, large volume mailings, and various other shipping methods. Coordinate mail pickup and distribution with Museum partners. Support deliveries to SAIC building docks.
• Mailroom Facilities and Equipment – Ensure that all mailroom locations are operated in a safe organized and tidy manner. Responsible for testing, maintenance. and repair of all mailroom equipment. Interface with manufacturers and representatives to keep equipment in good working order. Keep abreast of new technology and make suggestions for improvements. Monitor equipment to ensure accurate processing. Ensure that mailrooms are stocked with needed supplies at all times.
• Customer Service – Responsible for providing a high-level of customer service in person and through communication by phone, video, and/or email. Interface with members of the SAIC community to ensure mail/shipping needs are met. Advise community members on best methods for meeting their needs. Oversee the training of student employees in proper customer service techniques.
• Staff and Student Supervision – Supervise the Assistant Manager of Mail Services, Mailroom Technician, and student employees. Responsible for hiring, assigning, and directing work, evaluating performance, and managing job duties and expectations. Support staff by remaining organized and providing both written and verbal feedback. Act as a liaison to leadership for employee concerns and initiatives.
• Account Management – Manage the annual budget for the mailrooms. Interface with the post office and mailing houses to ensure adequate funds in the postage accounts and meters. Prepare and check requests to ensure adequate funds in each account. Monitor accounts and activity on a frequent basis. Interface with administrative and academic departments regarding chargebacks and journal transfers.
• Policies and Procedures – Responsible for the development and implementation of policies and procedures for all mail services. Responsible for updating the mail services operational manual. Maintain and update training manuals for staff and student employees.
  
  

Minimum Qualifications

EDUCATION

Bachelor’s degree or equivalent professional experience.

Experience

• 2-5 years supervisory experience in mailrooms, facilities and/or academic support services in higher education preferred.
• Demonstrated experience as a confident and personable leader and supervisor.
  
  

Skills

• Excellent attention to detail, problem-solving, and data gathering skills.
• Administrative software knowledge including Excel, Word, and scheduling software.