Office Services Coordinator

Transylvania University • Lexington, KY

9h

About The Position

The Office Services Coordinator provides mail services, office supplies, and certain vehicular transportation services to university faculty, staff, and students, and coordinates centralized university purchasing. The position handles mail and parcel processing, postage and shipping services, office-supply inventory, purchasing arrangements, vehicle-use requests, fleet cards, and assistance with insurance claims. Other duties may be assigned by the supervisor.

Requirements

• The posting lists a preferred qualification of a high school diploma or equivalent and three years of experience in a related field, such as mailroom, post office, purchasing, or office administration.

Nice To Haves

• High school diploma or equivalent.
• Three years of experience in a related field, such as mailroom, post office, purchasing, or office administration.

Responsibilities

• Sort, prepare, and process incoming and outgoing US mail, campus mail, and parcels.
• Sell stamps, postcards, envelopes, and shipping services to faculty, staff, and students.
• Manage mail machines and associated contracts, ensuring machine functionality, maintaining adequate postage balances, and updating postage rates.
• Report monthly postage and shipping fees for departmental charges.
• Serve as the campus operator.
• Manage general-supply inventory and provide monthly reports of supply expenses for departmental charges.
• Maintain a list of purchasing affiliations that provide discounted pricing and work with staff and faculty to obtain the best pricing.
• Manage cooperative purchasing arrangements and place departmental orders from approved vendors as requested.
• Review, compare prices, and approve purchases through vendor sites, including Amazon and Staples.
• Coordinate purchases of large-ticket items that do not require a Request for Proposal (RFP) and assist with processing RFPs for specialized goods and services.
• Manage requests for personal vehicle use and rental cars in compliance with university policies and procedures.
• Maintain the approved drivers list and manage driver-training compliance.
• Manage the Fleet Cards program, including ordering and assigning cards, conducting periodic audits, and reviewing charges for compliance and appropriate use.
• Assist with insurance claims, including claims involving university-owned vehicles, as needed.
• Perform other duties as assigned by the supervisor.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed