Manager of Mail Services

MAIL SVC SUPV 1 (005040)

UCPath Position ID: 40052389

Position Description History/Status

Approved Date:

4/30/2025 8:50:25 PM

Date Last Edited:

4/30/2025 8:50:22 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6440D

Division:

BUSINESS & FINANCE SOLUTIONS

Department:

321500 - MAIL SERVICES

Position Details

UCPath Position Number:

40052389

Position Description ID

239466

UC Payroll Title:

MAIL SVC SUPV 1 (005040)

Business Title:

Manager of Mail Services

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40880503

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40043890

Department Head Payroll Title:

TAX CMPLNC MGR 3

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

4822

MAIL PROCESSOR SR

1

4823

MAIL PROCESSOR

8

8485

AUTO EQUIP OPR PRN

1

POSITION SUMMARY

Under the direction of the Associate Director of Logistics, the incumbent has responsibility for business management of the Incoming and Outgoing Mail functional unit. The Incoming Mail unit processes close to 2 million pieces of Incoming and Campus mail per year delivered to approximately 700 Campus mail stops per day. The Outgoing Mail unit processes over 1.5 million pieces per year. Responsibilities include problem solving in a dynamic environment with a variety of employees and business services; coordinating, organizing, and supervising staff; expenditure control; space utilization including security and maintenance of building and equipment; continuity planning; and safety coordination. Duties include managing a $3.4 million operational budget, directly supervising a staff of approximately 10 FTEs, controlling $1.5 million in University annual postage expense, assisting in project management, developing and implementing departmental and employee performance measurements, and developing department procedures. Management functions include recommendations on hiring or releasing staff, discipline, training, and preparation of constructive employee evaluations. The incumbent exercises discretionary powers to solve managerial and/or program problems.

UCLA Mail, Document & Document Services (MDDS), a division of UCLA under the Office of the Vice Chancellor & Chief Financial Officer, is a premier on-campus service center offering comprehensive solutions for document services, digital scanning, mail, messenger, shipping/receiving, and compressed gas cylinder services. With a dedicated team of approximately 60 onsite employees, MDDS supports the University of California’s mission of teaching, research, and public service by delivering high-quality, cost-effective services. MDDS provides innovative campus wide solutions to complex financial and business matters, maximizing value to the University community.

Operations Management

 • Manage the daily operations of Incoming and Outgoing Mail Services and work flow of employees operating mail routes, delivering 2 million pieces of mail, and processing 1.5 million of outbound pieces annually.

 • Oversee processing of accountable mail, including signature capture, updates to database, record keeping, and follow-up.

 • Oversee unknown mail procedures including research, communication and documentation.

 • Manage equipment and assets, including fleet of vehicles, mail processing equipment , scanning/tracking hardware, smart lockers and safety equipment.

 • Develop and implement department training programs including new employee orientation, ongoing staff cross-training sufficient to provide adequate backup of all essential functions, and department procedure manual.

 • Administer UCLA Safety Program for unit.

 • Staff scheduling to ensure operations of essential services continue during campus closures and events.

 • Liaison to campus as it pertains to operational solutions to unique UCLA department requests

60%

Administration

 • Assist Associate Director and Finance Manager in development of annual budget. Monitor appropriations and expenditures. Prepare statistical data reports as requested.

 • Monitor and audit USPS postage meter and permit accounts. Responsible for meter replenishment and proper accounting procedures.

 • Enforce appropriate work rules, policies, and procedures in accordance with collective bargaining agreements. Conduct appropriate discipline both oral and written.

 • Development and enforcement of department uniform standards including assisting with procurement.

 • Provide guidance to employees and the campus community on the interpretation and application of various U.S. Postal regulations.

 • Conduct employee selection interviews and make recommendations on selection and hiring.

 • Prepare and conduct constructive employee performance evaluations.

 • Assist in annual equipment inventory.

 • Payroll support including computerized timekeeping reconciliation process (Kronos system) to ensure proper time reporting.

 • Assist department leadership conducting assessment, procurement, and implementation of automated systems and equipment.

 • Recommend new vendor agreements in an effort to take advantage of technological breakthroughs, increase productivity, and ultimately decrease expenses.

 • Conduct periodic safety meetings and safety self-evaluations, in compliance with EH&S and OSHA requirements.

 • Develop and implement short and long-term strategic plans to assess and enhance departmental growth. Assist in annual creation of MDDS Strategic Plan.

 • Liaison to operational vendors including the United States Postal Service, equipment and software providers.

20%

Customer Service

 • Assist with marketing plans for Mail Services units.

 • Respond to customer requests, complaints and inquires in a timely, efficient, and satisfactory manner.

 • Assist in communicating and interpreting UCLA Policy 310 to the campus community.

20%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

High School Diploma

or equivalent combination of education and experience

Required

And

Bachelor's Degree

in a related field of study

Preferred

5 years

of leadership and/or supervisory experience sufficient to organize, motivate, and train staff members to meet department goals.

Required

Skill in a variety of human resource related matters, i.e., employee training, evaluations, interviewing and selection, employee relations and corrective action.

Required

Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload, assignments, pressure of deadlines, and competing requirements.

Required

Demonstrated customer service skills sufficient to service customers in a professional and timely manner.

Required

Computer skills sufficient to interact with internal UCLA systems, produce necessary reporting documents, and communicate with internal and external customers.

Required

Ability to perform frequent walking, standing, bending, stooping; to lift, lower, and carry mail weighing up to 50 pounds; and to grip, lift, push, and pull mail gurneys and cages over various obstacles (curbs, steps, ramps).

Required

Ability to lawfully operate a motor vehicle with a valid California Drivers License and satisfactory driving record.

Required

Knowledge and experience in the principles, practices, and trends of management within a large University mail services operation.

Preferred

Demonstrated knowledge in United States Postal Service requirements. Ability to communicate detailed requirements and procedures to internal and external staff.

Preferred

Knowledge of UCLA campus buildings, Medical Center and departments in able to supervise mail routes, problem solve, and assist in decision making of short and long term plans.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

555 Westwood Plaza

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.