Program Manager - Mail Services

West Virginia University•West Virginia, WV

About The Position

The Program Manager supervises and manages West Virginia University Mail Services to ensure high-quality performance across the unit. The role directly supervises classified employees and manages campus-wide mail flow, departmental planning, and the unit’s day-to-day fiscal and administrative functions. It oversees mail operations, staff, budgets, customer service, USPS compliance, vendor relationships, and delivery quality. The manager may deliver mail and perform other duties needed to keep the department running smoothly.

Requirements

Master’s degree in business or a related field, or a combination of education and experience.
At least one year of USPS or mail service operations experience.
Any equivalent combination of related education and experience will be considered.
All qualifications must be met by the time of employment.
Demonstrated management and leadership ability.
Financial management skills.
Excellent customer service skills.
Knowledge of USPS regulations and general office equipment.
Ability to operate specialized equipment, including postage meters and mail machines.
Ability to analyze and evaluate internal and external operating costs and implement cost-saving measures.
Ability to work independently and effectively in a high-volume, fast-paced environment.
Ability to maintain confidentiality and working relationships with the US Postmaster, regional USPS officials, UPS, and FedEx, and resolve issues.
Ability to make appropriate decisions and exercise judgment in an emergency.
Ability to communicate information appropriately across a diverse community.
Physical capability to perform duties involving extended periods of walking and standing and moving moderately heavy objects.
Moderate physical effort involving prolonged standing, bending, lifting, pushing, handling, seeing, hearing, kneeling, climbing, listening, stooping, grasping, sitting, and speaking, including moving people or items weighing more than 50 pounds.

Nice To Haves

Experience managing business operations.
Supervisory experience.

Responsibilities

Supervise the university Mail Services unit and manage campus-wide mail service business operations.
Manage incoming and outgoing mail and supervise mail service staff.
Maintain the departmental budget and oversee administrative and student mail services.
Manage USPS pickups and deliveries, special-service mail, express mail, vendor relations, and compliance with USPS regulations.
Maintain delivery and service quality.
Oversee the mail budget, authorize and initiate postage-fund transfers or payments, and review monthly reports for USPS and departmental account status and accuracy.
Ensure postage charges are completed and entered into the Business Manager accounting system, provide monthly reports, and evaluate internal and external expenses.
Manage timely mail flow through campus mail, US Mail, registered, certified, metered, delivery-confirmation, express, business, and bulk-mail services.
Create, evaluate, and enforce policies and procedures and applicable federal and state regulations to assure quality customer service.
Verify departmental postage accounts and balances and operate automated mailing equipment.
Stay current on USPS regulations, procedures, and mail software updates and needs.
Deliver mail as needed and perform other duties as needed to keep the department running smoothly.