Operations Coordinator

Job Summary Under the general supervision of the Associate Director for Colleges, the Operations Coordinator is responsible for the frontline operations of the college mailrooms, ensuring efficient and effective mail distribution while providing high‑quality customer service to students, faculty, and staff. This position oversees student workers, ensures compliance with postal and university policies, and manages mailroom logistics. Additionally, the Operations Coordinator provides administrative, clerical, and customer service support to the College Office and CSL staff, assisting with general office operations, facilities coordination, and customer service. The Operations Coordinator plays a critical role in ensuring the smooth operation of the university mailrooms while also supporting general office functions and administrative responsibilities within the college community. Appointment Information Budgeted Salary: $29.38 hourly Benefits Level Eligibility: Full benefits Employee Classification: Career appointment Expected Job Start Date: 09-01-2026 Job End Date: None Union Representation: Clerical Employees (CX) Job Code Classification: BLANK AST 3 (004722) Travel: Never or Rarely Schedule Information Full-time, Fixed Percentage of Time: 100%, 40 Hours per Week Days of the Week: Mon-Fri Shift Includes: Day Work Location UC Santa Cruz Main Campus Job Duties 40% - Administrative and Customer Service Support Provide administrative and customer service support to the College Office, assisting with general office operations, facilities coordination, and customer service. Provide frontline customer service to students, staff, faculty, parents, and visitors, addressing inquiries related to mail services, college resources, and general campus information. Assist with college student life operations, including processing paperwork, data entry, and maintaining accurate records. Serve as a resource for updating college websites, ensuring timely and accurate information regarding mail services, office operations, and student resources. Coordinate and submit work orders for facilities and maintenance issues affecting mailroom and office operations. Provide administrative and program support for College sponsored functions, programs, and activities as needed including during Move-In, Family Day/Weekend, Alumni Weekend, student leadership recognition and tracking, and Commencement. Support College Emergency planning by annually updating Department Emergency Plan, coordinate College emergency trainings and meetings, assist with Emergency Cache inventory needs, and attend relevant training. 20% - Mailroom Administration Ensures daily mailroom operations for 2 colleges in accordance with postal policies and university mailroom procedures as determined by the campus mail services. Develop and maintain computerized mailing lists and databases for mail distribution, mailbox assignments, and student housing changes. Set up and break down mailroom operations each academic year, including assigning and distributing mailbox numbers to incoming students. Serve as the primary liaison with campus mail services, external shipping carriers (e.g., UPS, FedEx, USPS), and residential communities to coordinate deliveries and resolve issues. Manage special and package deliveries, ensuring secure storage, proper notification, and timely pick‑up procedures for recipients. Attend college mailroom administrator meetings, sharing relevant updates. Invite central mail services on occasion to ensure compliance with university‑wide and federal mailing policies. 20% - Student Supervision Supervise, train, and evaluate a team of part‑time student mailroom workers, ensuring compliance with university policies and postal regulations. Ensuring accurate and timely sorting, distribution, and tracking of incoming and outgoing mail and packages for students, faculty, and staff. Student staff primarily performs sorting, distribution, and tracking – Operations Coordinator will perform duties when students aren’t working. Logs packages that are received, provide notification if package needs to be picked up, and ensure timely pick‑up procedures for recipients. Check ID for packages, distribute mail in accordance with instructions provided by Central Campus mail services. Identify mail that needs to be returned to sender. Receive mail from variety of carriers USPS, UPS, Amazon. 15% - Facilities and Operational Support Act as a liaison between the college office and campus facilities services, tracking maintenance requests and ensuring timely resolution of building and operational issues. Monitor and report mailroom and office space conditions, coordinate necessary repairs or enhancements as needed. Coordinate and submit work orders for facilities and maintenance issues. Monitor and maintain mailroom supplies and equipment. Support operational logistics for special projects and initiatives that enhance mailroom and college office efficiencies. Collaborate with college leadership to implement continuous improvement strategies that enhance mailroom effectiveness and administrative workflows. 5% - Special Projects Coordinates and implements a variety of special projects and assignments as needed. May be trained as a Departmental Ergonomic Assessor and assists with determining individual staff’s ergonomic needs. Required Qualifications Excellent related administrative/clerical experience with knowledge of standard office procedures and equipment. Experience working in a fast‑paced customer‑service focused environment with an emphasis on effectiveness, professionalism, tact, and integrity. Experience handling confidential and sensitive information with discretion. Demonstrated strong organizational skills and record‑keeping skills, with attention to detail and ability to manage multiple priorities. Knowledge of postal policies, shipping carriers (UPS, FedEx, USPS), and mail distribution logistics. Excellent communication and interpersonal skills, with a strong customer service orientation. Ability to follow detailed written and oral instructions. Strong computer skills and ability to use computerized tracking systems, databases, and office productivity software (Microsoft Office, Google Workspace, etc.). Ability to supervise, train, and evaluate student employees effectively. Ability to work effectively independently and in teams. Preferred Qualifications Experience in higher education, student affairs, or residential life. Familiarity with student supervision in a university setting. Knowledge of campus mail services, facilities coordination, and administrative policies. Experience in basic website maintenance and content updates. Special Conditions of Employment Selected candidate will be required to pass a pre‑employment criminal history background check. Selected candidate must pass the employment misconduct disclosure process. Work is primarily on‑site in a mailroom and office environment with regular interaction with students, staff, and faculty. Requires standing and walking between campus locations. Ability to lift packages weighing up to 50 lbs with or without accommodations. May require occasional evening or weekend work during peak mailroom operations (e.g., move‑in/move‑out periods). Selected candidate will be required to complete training within established time frames as directed including UC compliance training. The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program. Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. EEO/AA Statement The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti‑Discrimination Policy. It is the policy of the University of California to undertake affirmative action and anti‑discrimination efforts, consistent with its obligations as a Federal and State contractor. #J-18808-Ljbffr University of California, Santa Cruz