Mail And Copy Center Coordinator (Temporary)

The Mail and Copy Center Coordinator is responsible for providing oversight, expertise, and administration for the mail and records management and all aspects of copy services for the campus community. This position provides also provides quality, preventative maintenance and service for copiers campus wide. This full-time, temporary position (December, 2020 through October, 2021) requires some weekend hours as needed, and reports directly to the Director of Auxiliary Services.

• Meter mail, sell postage, post all institutional mail according to Post Office regulations, and ensure outgoing mail is delivered to the Post Office daily
• Hire, train, schedule and supervise part-time student workers during the school year and one full time summer student worker
• Receive all mail and deliveries to the campus
• Sort and distribute incoming and outgoing mail campus wide
• Maintain permits with U.S. Postal Service for bulk mail and business reply
• Maintain records for all mailbox assignments and combinations
• Oversee copy and electronic document requests submitted to the copy center.
• Maintain inventory and ordering of university letterhead, envelopes and business cards.
• Input daily charges of copy jobs and supplies for month end billing.
• Order copy paper and office supplies as needed.
• Oversee all Convience copiers across campus.
• Manage monthly invoicing and billing for Convience copiers.
• Assist with hiring, scheduling and training student workers.
• Maintain confidentiality; absolute preservation of confidential information.
• Maintain all equipment within the department
• Prepare and manage annual budget
• Oversee contracted services for secure file storage, data destruction, and recycling/shredding schedules
• Negotiate directly and independently with sales representatives/vendors
• Develop and maintain strategic action plans and progress reports
• Develop and maintain departmental policies and procedures
• Maintain inventory of supplies for equipment, operation, and necessary stock
• Ensure excellence and efficiency in customer service
• Perform other related duties as assigned

• As a requirement for hire, the insurance company requires that you possess a valid driver’s license, auto insurance card and
• that you can meet the mandated criteria for obtaining Vanguard University driver authorization
• High school diploma, college degree preferred
• Knowledge of mail and photocopy equipment; operation, cleaning and preventative maintenance.
• General knowledge of Microsoft Word, Excel, Access, Outlook, and Datatel software.
• Ability to learn and perform accounting functions to process charges with Quick Books program.
• Must possess the capacity to manage multiple tasks simultaneously.
• Ability to problem-solve and work with minimal supervision.
• Excellent customer service and interpersonal skills to help students, faculty, staff and general public.
• Ability to Able to lift and/or move up to 50 pounds, pull, grasp, stoop, and reach to utilize mailboxes, paper supplies, packages and file cabinets.
• Ability to climb stairs and walk indoors or outdoors to various offices on campus while carrying mail, packages and supplies.
• Capacity to manage multiple tasks simultaneously with minimum supervision
• Ability to accept ownership, be accountable, and deliver on commitments
• Identify problems and resolutions and facilitate change
• Ability to relate to students, faculty, staff and guests of VUSC in a friendly, professional and confidential manner
• Excellent planning, organizing, and time management skills
• Good written and oral communication skills in English
• Able to work in noisy atmosphere caused by the machine sounds
• Knowledge and acceptance of principles and philosophies of Vanguard University, its programs and requirements

Full-time, temporary position. Salary is commensurate with education and experience. This is a partial-benefited position.

Applicant should submit a completed VUSC Application for Staff Employment and current resume. All applications/resumes/materials must be submitted electronically via e-mail to: RESUME@vanguard.edu . We are located at: Vanguard University of Southern California, 55 Fair Drive, Costa Mesa, CA 92626. Applications will be received until position is filled or until a sufficient number of applications are received.

MC1220