Mail Processing Coordinator

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Description Summary
Under general supervision of the Operations Manager is responsible for the operations, and administrative functions of the Campus Mailing Services Mail Processing Section, including the setting-up, operating, and maintaining of Pitney Bowes DM1000 Paragon metering systems which directly interface with Mail Management Accounting System and Ascent Shipment Management System. Also, the development, utilization, and maintenance of other databases and software to facilitate the provision of cost effective solutions for the Mail Processing Section clientele.
Organizational Status
Reports to the Operations Manager.
Work Performed

• In accordance with departmental policies and procedures, organizes and schedules the workload of the various services provided by the Campus Mailing Services Mailing Processing Section for the most cost effective completion of the clients work.

• Make recommendations to Manager on changes to fee structures.

• Maintains operational statistics on incoming and outgoing mail flow and provides monthly KPI reports to Manager.

• Reformats and/or converts client files from a variety of file formats in order to import into the Mail Processing Section database.

• Reconciles the daily Remail system records.

• Sets up, operates, and maintains the electromechanical equipment of the Mail Processing Section, including the preparation of monthly Business Manager Mail Accounting System communication files and the reconciliation of this data.

• Utilizes the Business Manager Mail Accounting System to generate job specific reports.

• Provides information and advice to clients on the services of the Mail Processing Section and appropriate file formats for input into the Mail Processing Section data system.

• Maintains, and analyses the computerized cost centre chargeback systems for all the Mail Processing Section s mail processing equipment.

• Orders, maintains, and controls inventory and keeps associated records.

• Schedules the pickup and delivery of mailings.

• Provides job estimates for mail processing and records the finished amounts into the BM Mail Accounting System.

• Performs routine maintenance and troubleshooting to, and requests the servicing of the various pieces of equipment.

• Ensures equipment maintenance schedules are adhered to for all mailing equipment

• Maintains and develops contacts with Canada Post officials, other mail service providers and suppliers.

• Keeps current with postal regulations and responds to general enquiries.

• Provides work direction, assignment, training, and assistance and other support for the campus mail staff.

• Performs the duties of lower classifications including such task as sorting mail and parcels, processing outgoing mail, as well as driving a mail truck and delivering mail or parcels on or off campus.

• Carries out any other related duties as necessary in keeping with the qualifications and requirements of the position.

Consequence of Error/Judgement

Decisions related to sequence of duties, errors cause minor delays in service and inappropriate decisions may affect revenue of area.
Supervision Received
Works under the general supervision of the Operations Manager and is expected to execute identified work objectives.
Supervision Given
Responsible for the training, supervision and delegation of work campus mail staff. Oversees work and provides guidance to employees.
Provides work direction to Mail Processing Technician(s).
Minimum Qualifications

High School graduation, courses in computer systems and courses in computer systems and marketing. Valid BC Drivers Licence. 5 years relevant experience or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Effective oral and written communication skills. Ability to exercise good judgement and work under pressure meeting specific deadlines. Good physical condition with the ability to lift up to thirty (30) kilograms. Familiarity with metering and associated mailing equipment. Familiarity with microcomputers, microcomputer operating systems and productivity software is desirable. Possession of a current B.C. Class 5 Drivers License