Desk and Mail Services Manager

Job Description

Housing & Food Services has an outstanding opportunity for a Desk and Mail Services Manager to join their team.

About this Opportunity

Oversee and manage the user aspects of all Student and Desk Services (SDS) systems and their integration with HFS and University systems. Oversee and manage residence hall front desk programs, staff and resources that serve approximately 9,500 students, as well as employees, guests and visitors. This position is responsible for exercising independent judgment in interpreting and applying rules and regulations as they relate to data and system maintenance. This position supports HFS operations and ensures that Student and Desk Services activities conform to institutional, department, state and federal policies and/or regulations. SDS systems include but are not limited to: StarRez Housing Management System (HMS), Student and Desk Services SharePoint sites, Card Access System (OnGuard), Mail Management Software (SCLogic), and department’s central email box.  Play a key role in any upcoming department or university system replacement or additions.

This position is also responsible for ensuring accurate data in HMS and creating, analyzing and updating reports for the Student and Desk Services. This position supervises up to two Program Support Supervisors and one Administrative Assistant Supervisor.

Key Responsibilities

Desk Services Program Administration (40%)

• Oversee the daily operations of two regional desks including front desk and mailroom operations.

• Directly supervise up to two regional desk supervisors and one desk supervisor. Manage employee performance, including handling disciplinary action as needed. 

• Establish and maintain unit policies and procedures for all desk operations.

• Respond to escalated concerns or complaints from students, guests, visitors or staff

• Develop and monitor budget for staff and student hourly wages and overtime costs. Adjust staffing levels to stay within allotted budget or determine justification for changing the budget.

Mail and Package Management (25%)

• Ensure Desk Services adheres to federal, state, and local policies regarding mail processing.

• Organize, coordinate and maintain mail and package delivery processes for HFS residents and staff.

• Work with Desk Services staff and HFS & UW partners to maximize package processing and throughput.

• Manage package security and operating locations, including temporary locations, and operating procedures for package processing and storage as needed.

• Oversee and manage vendor relationships with the package locker program including software integration, locker facilities, and student interface.

Building Access and Security Management (25%)

• Collaborate with Facilities & UW campus partners to develop key structure and hierarchy for new buildings.

• Work with IT to set up key inventory in the Housing Management System and modify the program to meet the demands of Desk Services.

• Establish and maintain key management policies and procedures.

• Oversee the programming and implementation of building access for all HFS staff and residents, as well as for conference guests, UW employees and visitors.

• Develop and maintain building access schedules and access levels for HFS communities, meeting rooms and amenity spaces in conjunction with HFS managers and campus partners.

General (10%)

• Assist in short- and long-range planning, and achieving unit and Departmental goals and objectives.

• Ensure that policy and procedures related to position are documented and maintained.

• Work with other HFS stakeholders and leadership to determine prioritization and implementation scheduling.

• Support all-department events including Spring move-out, Autumn move-in, Admitted Student Day, and other identified events.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• A bachelor's degree and four years of professional university housing management experience.

• Demonstrated experience working with databases.

• Experience managing and making decisions in a complex environment.

• Ability to work effectively in a fast-paced, development-oriented environment while maintaining excellent working relationships with faculty, staff, students and families.

• Excellent oral and written communication and presentation skills.

• A track record of fostering a positive work environment supportive of professional development.

• A track record of fostering a positive work environment.

• Creativity and resourcefulness with a high degree of flexibility.

• Excellent administrative, financial, organizational and problem-solving skills

• Commitment to continuous improvement of business operations.

Preferred Qualifications

• Experience in a university housing office.

• Experience in software and web application management at a public institution of higher education.

• Experience managing service provided in multiple locations with diverse venues. 

Reports to

Position works under general direction of Assistant Director of Occupancy Management. Works independently to meet supervisors, unit and departmental goals and objectives.

Working Conditions

Regular Monday through Friday office hours with occasional hours required for special projects and emergencies.

About the Team

"Working together to enhance student life" is the Housing & Food Services mission statement. Housing & Food Services is a large and complex organization with a unified commitment to supporting student learning, growth, and success.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or

dso@uw.edu

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.