Responsibilities

General Purpose:

Assistant Supervisors are part of the Mail & Courier Services management team and are involved in assisting the supervisor and manager in running the Courier Services division including the proper delivery of University mail and materials.

Assistant Supervisors have authority over Union couriers (Truck Drivers), student and temporary employees. They are responsible for hiring, training and assignment of daily schedules. Assistant Supervisors perform lead work duties within the unit to ensure work schedules are maintained and delivery routes have been performed. They manage the receiving, recording and distribution of all delivery items for Mail & Courier Services. They monitor the scheduling and completion of daily delivery routes and On-Demand delivery Services based on customer and department standards for delivery times.

The Assistant Supervisor is expected to understand all task specific processes and procedures regarding the transport of materials and maintain performance standards. They are expected to work within a team framework; effectively be its team leader to share and communicate information to team members whose work they oversee, and be able to use independent judgement and problem solve within the scope of their assigned tasks.

The Assistant Supervisor has high levels of customer interaction and must demonstrate efficient communication skills, use independent judgment and effectively problem solve. They are expected to prioritize tasks, enforce safety practices, direct staff, and advise the Supervisor, Manager regarding the department’s goals, vision, and direction.

Job Description/Task List – Essential Duties:

1. Leadership –distribute daily work assignments and direct staff including full time, student and temporary workers; meets with staff daily and produces an organized plan to prioritize work and oversee its completion. Makes sure night delivery routes have coverage. Interpret and ensure self and subordinate employees are in compliance with University and department policies, union agreements, and employment and driving laws. Manage team performance expectations. Provide leadership and manage the unit’s essential functions and provides knowledge of delivery routes. Approve leave and overtime requests, complete and review time sheets; records notes to files and recommend any necessary corrective discipline; participate in management meetings, both departmental and divisional. Assume responsibility for the department in the absence of the supervisor.

2. Operations – perform operational duties for department; track movement of deliveries and ensure punctual delivery of items; monitor established routes and on-demand courier requests for completion. Make sure staff are pulling the right delivery bags and the correct deliveries are made to departments. Track driver’s time in and out when making pick up and deliveries. Consult with department to schedule standard deliveries. Prioritize processing of On Demand deliveries based on customer expectations and department guidelines; collect production data for management reports; set and monitor division goals; manage and maintain all relevant records according to University guidelines.

3. Vehicle Management – remain well-informed of University Vehicle regulations and procedures; monitors the department vehicles and equipment utilization; ensure the courier vehicles are maintained properly and vehicle records are current. Ensure vehicles are ready to start the day. Research and recommend purchases of new energy-efficient vehicles and ensure contingency plans are in place for vehicles being repaired.

4. Customer Interaction – answer staff and customer questions; determine and implement appropriate actions when necessary; investigate and recommend solutions; develop and maintain rapport with Departments to ensure University Mail & Courier deliveries avoids unnecessary delays. Promptly answer detailed questions regarding Courier Services’ processes; inform customers of the status of their deliveries.

5. Quality Control – ensure all deliveries produced and processed meet customer expectations, and department standards. Make certain staff follow all quality control processes.

6. Financial - prepare routine reports in accordance with departmental format; prepare monthly delivery reports; analyze and utilize production and human resource data to ensure efficiency;prepare special projects/reports for the Manager as assigned; review and finalize courier requisition sales; responsible for retention and storage of financial records in accordance with University policy and proper accounting principles.

7. Safety/Security – maintain safe and secure environment in accordance with University and department guidelines; ensure that all employees are trained to use University equipment properly and safely; make certain that all employees are up to date with driving certifications. Maintain and update the department’s Disaster Recovery and Contingency plan.

8. Training – instruct new hires regarding policies and procedures, department standards, delivery routes, and how to use assigned equipment. Monitor staff training and certification files.

9. Area Maintenance – ensure that the workspace is clean and organized; all (unused materials are returned to departments); all tools and materials are stored in their proper location; ensure staff is following proper recycling procedures.

10. Other Duties as Assigned – reassignment to any task that meets the needs of the University, department, or customers as required.

Education/Experience (minimum required):

Prefer CDL license and Associate’s degree in Logistics, Engineering, Business or 2 - 4 years of supervisory and related experience.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

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Location: Central Administration
Full/Part Time: Full-Time
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