Salary Range: Salary commensurate with background and experience of the individual selected. Cal Poly offers excellent fringe benefits, including health, dental and vision insurance, retirement participation in the Public Employees' Retirement System and educational benefits for eligible employees. All rights associated with the appointment are governed by the Management Personnel Plan adopted by the CSU Board of Trustees.
***THIS POSITION IS OPEN UNTIL FILLED***
This position is responsible for managing operations and staff in Distribution Services which includes the State Receiving Warehouse, Mail Room, Canyon Post, Residence Hall Package Center, Housing South Mail Center, and the residence hall mail sort facility. This position also assists, as needed, with the daily operations of Distribution Services.
ESSENTIAL JOB FUNCTIONS
Manage the daily operations and provide leadership for Distribution Services; work directly with the campus community, vendors, and delivery personnel on problems or special circumstances.
Provide a high level of customer service and respond to general inquires and requests, which includes education and promoting service to campus departments regarding services offered.
Understand, analyze, and resolve operational and procedural problems from a broader perspective with awareness to potential affects to the campus; make recommendations and implement alternative solutions and best practices; and ensure compliance with applicable regulations and requirements.
Develop and maintain relationships with shipping vendors regarding issues with mail, parcels, and freight; and evaluate requests for special services and determine necessary chargebacks.
Compose and distribute standard reports; analyze data such as mail, parcel, and freight volumes to ensure proper staffing and support.
Collaborate with Procurement Services and Payment Services to maintain and improve Procure To Pay best practices.
Develop relationships with like operations at other universities to obtain ideas for departmental improvement; and monitor, update, and develop new ideas for the department web-site.
Manage the recruitment process for hiring staff for Distribution Services.
Supervise the Distribution staff and oversee the workflow and task completion; and complete the necessary performance evaluations for department staff.
Determine training needs to increase work efficiency, effectiveness, and safety; analyze daily and long-term departmental needs for reasons of staff daily assignments; and develop and maintain operational procedures.
Handle, intermediate, and resolve employee relation issues and/or staff conflicts within the department.
Budget and Planning
Maintain expenditures within a set budget and oversee, manage, and approve the annual budget
Assess the needs of the department and project future expenditures.
Determine methods, policies and procedures to achieve departmental, divisional, and campus goals.
Plan, implement, and evaluate Q.I. surveys for Mail Services and Shipping/Receiving; evaluate new technologies and equipment to improve departmental efficiency.
Purchase equipment and supplies, including developing and creating requisitions for purchase orders; researching and developing contracts with vendors for postage equipment, software, vehicles, and supplies.
Monitor campus postal accounts and create and maintain campus chargeback accounts;
Oversee the accuracy of monthly and yearly charges and reimbursements.
Management of UPS CampusShip accounts, including new account requests, queries, accounting, and reimbursements; approving purchases with managing Pro-card account; correcting billing and accounting issues.
Use FAMIS to maintain accurate records and research necessary accounts information.
Oversee operations and managing accounts for a satellite retail cashiering operation in Canyon Post that includes CampusExpress and credit transactions through CashNet.
Minimum Qualifications (Staff Only):
EDUCATION AND EXPERIENCE: Bachelor's degree from an accredited university or equivalent. Additional qualifying experience may be substituted for the required education on a year-for-year basis. A minimum of four years of supervisory/management experience with at least two of those years having progressively responsible experience in the management of either a warehouse or mail room.
LICENSES, CERTIFICATES, DEGREES, CREDENTIALS: Possession of a valid driver's license or the ability to obtain by the date of hire.
Extensive knowledge of all aspects of distribution management including warehouse and mail operations.
Comprehensive knowledge of university infrastructure, policies, procedures, and operations.
Proven ability to interpret and implement policies and procedures.
Ability to effectively communicate at an advanced level in both written and oral form.
Proven leadership and supervisory skills.
Strong ability to work independently and in a group setting.
Knowledge of efficient and sound administrative practices.
Proven ability to establish and maintain cooperative and effective working relationships with administrators, vendors, customers and staff.
Exhibit high standards of ethical conduct, discretion, and confidentiality.
Knowledge of budgeting and accounting practices, including the ability to plan, schedule, and estimate budgetary needs; the ability to balance accounts and analyze budgetary data to reconcile accounts.
Demonstrated ability to make sound management decisions in a potentially hazardous or emergency situation.
Demonstrated ability to mediate conflict and facilitate solutions to conflict.
Working knowledge of forklift operation and other warehousing tools including the ability to teach and promote safe practices.
Must be self-directed, motivated, and able to set priorities and goals, manage multiple projects/task at one time, meet deadlines, and work in a face paced, rapidly changing environment.
Ability to solve operational and procedural problems and recommend and implement solutions.
Experience with and ability to use computers and all applicable software, handheld personal data transmitters (PDT), and other applicable electronic equipment required to enter and retrieve data.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
***THIS POSITION IS OPEN UNTIL FILLED***
Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Ability to reach, carry, lift, push, pull, stop, twist, and balance objects weighing up to 75 lbs.
Ability to climb stairs and enter raised machinery such as automobiles and forklifts.
Ability to operate both a standard and automatic transmission vehicle.
Long periods of standing may occur while completing job functions.
Extended periods of physical activity.
Exposure to outside weather elements.
Extended periods of typing and desk related activity.
This position classification has been defined as "Exempt" and is not subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
Must be able to work flexible hours, to meet deadlines and/or departmental needs.
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
Full-time MPP employees are required to disclose outside employment at time of hire or within 30 days of taking additional outside employment subsequent to time of hire.
About Us Cal Poly is a nationally ranked, four-year, comprehensive public university. Founded in 1901, the 6,000-acre campus is nestled in the foothills of San Luis Obispo, along California's scenic central coast and midway between Los Angeles and San Francisco. With a budget of $168.5 million, the university has a student enrollment exceeding 17,000 students and employs more than 2,000 faculty and staff members. Cal Poly is part of the 23-campus California State University system.
At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.
Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer.
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About California Polytechnic State University, San Luis Obispo
Cal Poly is a nationally ranked, four-year, comprehensive public university, with approximately 17,500 undergraduate, 120 post-baccalaureate, and 900 graduate students. The Cal Poly community fosters teaching, scholarship, and service in a learn-by-doing environment where students, staff, and faculty are partners in discovery. Cal Poly has built an exemplary reputation on its learn-by-doing approa...ch to the preparation of undergraduate and graduate students. It is a distinctive learning community offering academically focused students a hands-on educational experience that prepares them for today's scientific and technical world. Cal Poly provides a balanced education in the arts, sciences, and technology, while encouraging cross-disciplinary and co-curricular experiences. U.S. News and World Report has ranked Cal Poly #1 among public master's universities in the western United States for 24 consecutive years. The University values free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. As a campus, we welcome and nurture a rich array of different perspectives, ideas and cultures. We encourage international and multi-cultural education in order to prepare students for successful participation and competition in a diverse world and a global workforce. We believe that diversity of our students, faculty, and staff enlivens and enriches Cal Poly’s educational environment.