Manager of Direct Mail

MAIL SVC SUPV 1 (005040)

UCPath Position ID: 40083194

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1129843

Approved Date:

4/30/2025 8:53:53 PM

Date Last Edited:

4/30/2025 8:53:50 PM

Last Action Effective Date:

4/25/2022

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:

40083194

Position Description ID

166782

UC Payroll Title:

MAIL SVC SUPV 1 (005040)

Business Title:

Manager of Direct Mail

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:

40880579

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.

4823

Mail Processor

2

POSITION SUMMARY

UCLA Direct Mail is a division of Mail Services' whose parent is Mail, Document & Distribution Services (MDDS), a department which reports to Vice Chancellor and Chief Financial Officer. The Manager of Direct Mail is responsible for an operating budget of $3.5 million. The unit processes close to 1 million UCLA Health billing statements annually plus numerous specialized mailings in support of UCLAs Academic, Research and Health communities. As the UCLA liaison to the USPS Business Mail Design Center, the Direct Mail Manager helps protect UCLAs non-profit status by advising staff on USPS regulations, procedures, and policies. The position collaborates with the Direct Mail Administrator and has a team of direct reports who handle production and transportation.

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.

Management of Customer Service and Operations

 • Customer Order Intake: Accept requests for Direct Mail and/or combination printing and Direct Mail orders via web portal, telephone, email, or and in-person. Enter requests into the departmental tracking/billing system. Track requests from inception to delivery utilizing MDDS tracking systems.

 • Request Review: Review each incoming request to ensure deadline and budget requirements can be met. Verify the availability of necessary materials and confirm that the customer has selected the most appropriate and efficient methods for completion, including printing/production methods, mailing lists, sortation, and postage. Consult with departmental staff and/or vendors as necessary. Calculate and provide printing and mailing estimates as requested.

 • Mailing List Consultation: Discuss and provide input/recommendations regarding the use of mailing lists, including in-house derived campus lists or provided lists. Ensure correct list information and forward to Direct Mail Administrator for processing.

 • Document Preparation Coordination: Coordinate art production/alteration, digital manipulation/formatting, file transfer, proofing, and approval as necessary to prepare requested documents for production. Set schedules for document preparation and ensure deadlines are met.

 • Production Coordination: Forward properly prepared requests to appropriate production facilities, including in-house production location and/or vendors. Ensure customer specifications and deadlines are understood. Prepare appropriate forms and forward to relevant personnel in a timely and organized manner to ensure proper production, billing, and accounting.

 • Proof Review: Review proofs as necessary and/or forward to requesters with departmental approval forms. Coordinate necessary changes with appropriate staff.

 • Order Follow-Up: Follow up with customers, appropriate staff, and/or vendors to ensure that printing and/or mailing orders have been produced and delivered to the customer's satisfaction. Collaborate with the Direct Mail Administrator to ensure correct charges are billed.

 • Production: Schedule jobs based on due dates and work to be performed; Ensure supplies are in stock or ordered as special item; Communicate and train staff on project elements; Maintain safe, organized and clean work area; Communicate with staff during production to ensure problems are resolved in a timely manner; Track production status through project end to ensure timelines are met.

 • Mailing Procedure Guidance: Provide information to campus representatives regarding proper mailing procedures and business reply policies and procedures.

 • Customer Feedback Handling: Keep MDDS leadership apprised of customer complaints and suggestions. Forward any unresolved concerns to the Associate Director immediately.

 • Develop, review, and maintain operational policies and procedures. Ensure policies and procedures are up-to-date and compliant with current regulations. Conduct regular reviews and updates to improve efficiency and effectiveness. Compile procedures in the MDDS Procedure Manual.

 • Develop long-term plans to forecast staffing, financial, and programmatic needs. Analyze current and future trends to anticipate organizational needs. Collaborate with the Director, Associate Director, Assistant Director and Finance Manager to align plans with strategic goals.

 • Oversee University mail permits and ensure compliance with U.S. Postal Service regulations. Monitor all mail-related activities to ensure adherence to postal regulations. Provide training and guidance to staff on compliance requirements.

 • Obtain and train assistance from outside vendors when outsourced production assistance is required. Identify and evaluate potential vendors to ensure quality and cost-effectiveness following UCLA Procurement Guidelines.

80%

Management Duties

Adjust daily schedules as necessary to meet production timelines.  Schedule staff to cover for absences due to vacation, illness, or emergencies.  Schedule overtime as needed to maintain production schedules.

Meets regularly with department personnel to communicate and receive information on workloads, productivity, current events, problems, potential problems, special events, policies and procedures.

Oversee the day-to-day operations of the department, considering staffing, workload backlogs, and special projects or activities.

Responsible for the education, training, and development of Bulk Mail Services staff.

Orient new employees to their roles and responsibilities.

Team Development: Foster cooperative working relationships among employees and promote and develop a team-oriented work environment.

Develop, review and maintain staffing policies and procedures.

Perform regular performance evaluations of direct reports.

Counsel, discipline and/or recommend separation of employees in accordance with University Personnel policies.

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

Or

Bachelor's Degree

in a related field

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

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

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

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

X

Physical requirements other

X

X

Other Physical Requirements

If "Physical requirements other" was selected above, please explain (e.g., ability to differentiate color):

Typing and computer use

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.