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Manager of Services for Postal, Document and Receiving/Delivery

Apply now Job no: 497418
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Working Title: Manager of Services for Postal, Document and Receiving/Delivery  
Official Title: Associate Administrative Program Specialist  
Employment Class: Non-Instructional Academic Staff  
FTE: 1.0  
Compensation: $45,500 - $46,500  
Terms of Employment: Annual, Fixed Term-Renewable  
Position Summary: The incumbent in this position is responsible for managing the University’s campus mailing operations, digital document reprographics, and University receiving and delivery. This includes the overall management and supervision of 4 permanent employees and multiple students working approximately 840 hours per semester. The incumbent is also responsible for budget preparation, monitoring and billing of over $140,000 in services annually, including the processing of over 720,000 pieces of mail, 13,000 packages and 4,000,000 document impressions per year with chargebacks to over 1000 departmental accounts. Additionally, the incumbent manages the campus-wide provision of such services as inserting ink-jet addressing, facsimiles, United States Postal Service (USPS) overnight mail delivery, United Parcel Service (UPS) delivery, address database cleanup, document finishing, and document delivery. The incumbent is responsible for all Postal Document Services, and University receiving and delivery daily functions, including policy, budgeting and purchasing of equipment and supplies. The incumbent monitors and enforces compliance campus-wide with all Federal postal rules and regulations relating to University mailing activities. The incumbent in this position reports directly to the Associate Vice Chancellor of the Office of Finance and Administration, and works Monday through Friday, generally 7:45 a.m. to 4:30 p.m., throughout the year.  

50 % Coordination of Services

  1. Establish work schedules and coordinate assignments and priorities to facilitate a smooth flow of materials among departments.
  2. Assign employees to ensure the pickup, sorting, and delivery of all outgoing and campus mail, incoming shipments arriving at campus loading docks, and finished document printing jobs to all departments and units on campus.
  3. Establish mail pickup and appropriate delivery schedules, monitoring compliance.
  4. Coordinate mailing and printing production schedules, establishing priorities.
  5. Manage mailing materials to meet individual departmental schedules and demands.
  6. Resolve customer complaints.
  7. Direct the labeling, inserting and presorting services for bulk mailings.
  8. Research opportunities for new or improved services that could be incorporated into one of the managed units.
  9. Accomplish other goals as assigned


20% Administration of Departmental Policies and Procedures

  1. Recommend and incorporate standard operation procedures to resolve problems and develop more efficient operational methods.
  2. Research and keep current on printing and postal operating policies and procedures.
  3. Provide campus users with the most efficient, expedient and cost-effective methods of handling mail and printing and finishing forms, documents, brochures, and manuals.
  4. Incorporate Federal postal regulations as they affect University mailing practices.
  5. Inform staff members and customers of changing campus and Federal postal regulations.
  6. Supervise staff in the review of University mail pieces for compliance with USPS guidelines, requirements, and/or automation standards, providing graphics design service to the University for the creation of envelopes, cards, and labels that meet University and USPS requirements.
  7. Attend national postal forums and conferences to ensure compliance with Federal and State regulations.
  8. Monitor and supervise employees in protecting the security and integrity of all incoming and outgoing mail.
  9. Accomplish other goals as assigned.


20% Budget and Records Management

  1. Independently authorize all Postal, Documents Services, and University receiving and delivery expenditures.
  2. Exercise full responsibility for operating budgets, including preparation of expenditure budgets, exercising signature authority, etc.
  3. Manage provider contracts with service bureaus, remailers, consolidators, light freight companies, and express delivery services.
  4. Monitor USPS reserve postage and campus sales credit accounts.
  5. Maintain statistics on incoming and outgoing mail, bulk mailings, labeling and inserting activities, next day deliveries, and UPS parcels, preparing reports used to determine staffing levels and other resources, and distributing reports to University administrators.
  6. Maintain and update


5% Supervision of Staff

  1. Supervise staff members, including 6 permanent and temporary FTE, and approximately 8-10 students each semester and 3 students each summer session.
    1. Interview, hire and train staff.
    2. Review completed work of employees for accuracy and timeliness.
  2. Monitor performance of staff members, preparing and conducting probationary and annual performance evaluations, recommending disciplinary action, and reviewing and annually updating position descriptions.
  3. Accomplish other goals as assigned.


5% Varied Operational Duties

  1. Research and budget for the purchase of departmental equipment.
  2. Supervise scheduling of preventive maintenance and major equipment repairs.
  3. Develop and provide various reports depicting usage, cost saving measures, etc.
  4. Conduct campus training/informational sessions
  5. Accomplish other goals as assigned.
Required: 1. Bachelor’s degree
2. Demonstrated knowledge of USPS regulations and the processing of all classes of U.S. mail, as well as the campus or company mail procedures.
3. Demonstrated knowledge of mailing practices and methods to include common carriers, rates, classifications, hazardous material restrictions and other USPS transportation regulations.
4. Experience keeping multiple projects from differing sources on time to meet various deadlines
5. Demonstrated experience of effective oral and written communication, and analytical skills
6. Proficiency in the use of the Microsoft Office Suite applications, calendar management and email software as productivity/communication tools
7. Experience in development, implementation and evaluation of policies and procedures.
8. Must have or be able to obtain a valid Wisconsin driver’s license and be authorized by UW Oshkosh Risk Management to drive a university vehicle upon appointment.
9. Must have the ability to perform physical labor including heavy lifting, bending, stooping, and other motions.
10. Must have the ability to manually lift up to 70 lbs. with assistance (e.g. box of paper, bag of salt) repeatedly, and to transport up to 150 lbs. via a handcart.
Preferred: 1. Work experience in Higher Education
2. Experience leading or managing Postal Services, Document Services and/or Receiving/Delivery operations
3. Experience in implementing new software applications to optimize effective and efficient operations
4. Knowledge of WISDM, (online Wisconsin DataMart for UW's Shared Financial System), or other financial accounting systems
5. Demonstrated knowledge of Adobe Creative Cloud (InDesign, Illustrator, Photoshop) to assist Document Services and the campus at large.
6. Strong orientation to customer service for a diverse work environment.
7. Experience interpreting budget/financial data to meet reporting requirements
To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, and contact information for three references


For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit:

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by November 15, 2019 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see, or call UWO’s Police Department, at (920) 424-1212 for a paper copy.



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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

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Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or