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Assistant Director, Mail and Auxiliary Services

Basic Position Information

Job Code: 2827

Title: Assistant Director, Mail and Auxiliary Services

Department: University Business Services

Essential Personnel: N

Job Family: Administrative Operations

Job Sub-Family: Administrative Operations

FLSA Classification: E

Job Grade: 15

Grade Min: $58,809

Grade Mid: $70,571

UHD Succession Plan: N/A

Criticality of Position: N/A

Career Ladder: In-Range

Campus Security Authority: Y

Screening Committee: N

Motor Vehicle Record Check: Y

Job Summary

for the UHD campus, manages the campus-wide recycling program, coordinates Auxiliary Services with other staff, and oversees hazardous material deliveries. Ensures all U.S. Postal Service Regulations and UHS and UHD safety policies and procedures are followed.


  • Oversees daily operational functions of Mail Services, including deliveries and mail, which include all duties in logistics/receiving, collection, and processing of outgoing and inter-campus mail according to postal regulations; Directs activity at the docks for the university; Manages departmental website
  • Manages all reconciliation and balances maintained with the express accounts, permit accounts, and postage meter and oversees all Mail Service expenditures to ensure they follow UHD policies and procedures. Administrator for the department's United States Postal permits, tracking, and mail accounting system. Manages relationships with U.S. Postal Service and Mail Services vendors
  • Directs Mail Services staff regarding complex mail industry changes/issues, including procedure and equipment updates; Oversees hazardous material deliveries according to university safety policies and procedures, including alerting appropriate personnel of any issues
  • Oversees sustainability efforts on campus, ensuring recycling products are collected, processed, recycled, and an active member of the sustainability community to improve recycling awareness on campus
  • Manages Auxiliary Services, including generating reports for analysis from auxiliary vendor reports, maintaining spreadsheets and contract compliance documentation for audits and CIR/CIP (Continuous Improvement Plan/Report). Coordinates with Auxiliary Partners and other Auxiliary staff to meet the needs of the UHD community, including students, faculty, staff, and visitors
  • Directs proper training of staff and maintenance regarding specialized University equipment, including the following: postage meter machine, tracking scanner system, recycling baler, utility vehicle/ATV, university vehicle, and forklift, following all applicable university safety procedures and policies

Marginal Duties

  • Performs all other duties as assigned

Supervisory Responsibilities

Direct Reports:

  • Full-time and Part-Time Employees

Delegation of Work:

  • Regularly assigns work to subordinate(s)

Supervision Given:

  • Has primary responsibility for conducting performance evaluations and making recommendations for hiring and dismissing employees.


Required Education:

  • Bachelor's degree

Required Experience:

  • Minimum of five (5) years of related job experience


  • Must maintain a valid, current driver's license

Preferred Qualifications

  • Certificate in MDC/MDA--Mail Design Consultant/Analyst
  • Forklift and electronic pallet jack certification.
  • Hazmat training

Knowledge, Skills and Abilities


  • Knowledge of postal regulations
  • Knowledge of procedures relating to handling and processing postage charges
  • Knowledge of commonly used Mail Accounting and System Tracking hardware and software


  • Good technical skills, including proficiency in MS Office
  • Strong budgeting, analytical and reporting skills
  • Excellent interpersonal and verbal and written communication skills; good public speaking skills


  • Ability to professionally represent the university
  • Ability to supervise and train support staff
  • Ability to present information during student and employee orientations
  • Ability analyze situations or problems, to implement university procedures, and to formulate logical and objective conclusions and decisions
  • Ability to effectively communicate with a wide range of individuals and constituencies in a diverse community

Work Location and Physical Demands

Primary Work Location:

  • Works in an office environment.

Physical Demands:

  • Work is normally performed in a typical interior work environment which does not subject the employee to any unpleasant elements
  • Individual has discretion in relation to walking, standing etc., and has minimal exposure to physical risks
  • Must have precise hand-eye coordination, good spatial awareness, and the ability to identify and distinguish colors
  • Work involves occasional exposure to elements, such as inclement weather and extreme temperatures.
  • May, on rare occasions, be exposed to airborne particles, moving mechanical parts, potentially hazardous bodily fluids, or cancer-causing agents
  • May be exposed to the loud noise of machines and passing vehicles
  • Must have the ability to move items of up to 100lbs

Position Specific Competencies

Commitment to Excellence - UHD

  • Demonstrates a commitment to competently perform his/her job duties and responsibilities within established time frames.
  • Continuously strives to improve work performance.
  • Accepts responsibility for his/her commitments to the university.
  • Contributes to the success of the university by consistently providing quality results in the performance of his/her job duties and responsibilities.

Respect and Cooperation

  • Treats others with courtesy, respect, and dignity in the workplace.
  • Promotes cooperation through open and honest communications and consideration of others ideas, thoughts, and opinions.


  • Demonstrates high ethical standards of conduct in the performance of his/her job duties and responsibilities.
  • Accepts responsibility for his/her actions.
  • Respects and complies with department and university policies, procedures, and work rules.


  • Possesses required job skills and knowledge.
  • Demonstrates the ability to apply those skills and knowledge to competently perform his/her job duties and assignments.


  • Takes responsibility to accomplish job assignments within reasonable deadlines.
  • Willing to accept new projects and/or commitments.
  • Does due diligence to complete projects within specified timeframes and/or fulfill commitments.
  • Arrives to work on time prepared and ready to contribute.


  • Willingly adjusts to changing work assignments or conditions.
  • Open to changes in operational procedures, technology, and/or organizational structure.
  • Views changes as opportunities for learning and professional development.
  • Displays a positive attitude to encourage others.
  • Promptly responds to changes in work priorities and/or unexpected circumstances or situations.

Problem Solving

  • Formulates plans and strategies to proactively resolve anticipated problems.
  • Prudently responds to unforeseen problems through careful consideration and analysis of problem and relevant information and circumstances.
  • Recognizes and apprises appropriate university administrator when resolution requires senior management input and/or approval.

Building External Relationships

  • Demonstrates the ability to build rapport and develop relationships with external constituents.
  • Displays a genuine interest in constituents' ideas and concerns, and pursues mutual interests and aspirations between the university and external constituents.
  • Builds trust and forms alliances through shared respect and cooperation.

Focus on Customer Service

  • Focuses on customer's needs and expectations. (Customers can be students, external constituents, employees, or university guests.)
  • Respectfully ascertains customer's needs and determines appropriate response.
  • Promptly responds by providing requested information, takes appropriate action, or refers customer to appropriate individual or department.
  • If further actions need to be taken, advises customers of realistic timeframes for a response to their request.
  • Follows up with customers on outstanding requests in a timely manner.
  • Tactfully explains to customers why their needs and/or expectations cannot be met if the university does not provide the requested information or services.

Operations Management

  • Manages department or section operations consistent with department/section goals and objectives.
  • Administers the department/section budget ensuring effective utilization of financial resources and appropriate disbursement of funds.
  • Fosters a cooperative and productive work environment through motivation, encouragement, and mentorship of staff.
  • Ensures department/section compliance with university and department policies, procedures, and work rules.
  • Keeps management apprised of department/section activities and issues requiring senior management input.


  • Supervises the work of staff employees.
  • Sets clear goals and expectations within reasonable timeframes.
  • Motivates staff through constructive feedback, challenging assignments, and recognition of achievements.
  • Provides mentorship and guidance by sharing expertise and best practices.
  • Supports staff by providing essential resources, professional development opportunities, and open communication.
  • Promptly addresses performance issues with appropriate measures and discretion.

Equipment Operation

  • Demonstrates the essential skills required to use equipment and tools needed to perform job duties and responsibilities.
  • Follows maintenance and operation procedures and safety rules to minimize equipment malfunctions and prevent personal injuries.

Support Proficiency

  • Possesses comprehensive knowledge and skills with multiple hardware and software systems.
  • Effectively applies expertise to identify and troubleshoot user issues.
  • Competent to install and configure new systems.
  • Willing to share expertise and provide technical support to others.

Student Success Indirect Support

  • Contributes to student success by assisting students with anything that supports their student experience, whether directly or indirectly.
  • Helps students navigate their way through the different offices, programs, and services at the university and/or connects students with the appropriate party(ies).
  • Connects students with services or resources that can help them with career exploration, goal selection, and ongoing academic assistance.
  • Helps students build peer support networks.
  • Encourages student participation in out-of-class activities.
  • Provides encouragement and guidance to foster student success.
  • Treats students with respect
  • Maintains the learning environment to ensure quality and/or sound pedagogy.

This job description may not encompass all duties and responsibilities associated with the position.