Operations Supervisor, Mail Services

At UPMC, we’re all here for the same reason — to make Life Changing Medicine happen. Join our team and you will play a unique and important role in our mission to change healthcare for the better. 

Why Join UPMC? 

We don’t just take care of patients — we take care of our team, too. And we have the data to prove it. In addition to the benefits you’d expect from an industry leader you can expect: 

•  AWARD-WINNING WORKPLACE:  Ranked #1 for Best Places to Work for Women & Diverse Managers by Diversity MBA

• A recent study showed that UPMC benefits are 20% higher in value than other healthcare providers in our market. 

• Competitive pay 

• Tuition reimbursement 

• Opportunities to grow in your career at UPMC 

UPMC is looking for an Operations Supervisor to support Mail Services.

This position works Monday- Friday, 7:00am – 3:00pm. No weekends required! 

Purpose:
Manages the Mail Services department staff and assigned systems, which includes pagers, along with mail piece design and development. System mailroom services. Manages service between customers (staff physicians, administrators, patients, and vendors) and telecommunications and mail departments, overseeing quality and productivity metrics. Manages budgets, invoicing, contracts, postal prepaid accounts and departmental billing, purchasing, and supply chain orders, as well as employee files, departmental records and policy updates, and the personnel evaluation process. Responsible for the direct management of FTE mail clerks, including approval of payroll. This position is also responsible for the purchase of assets (e.g. office, mailroom supplies, approval of invoices, etc.).

Responsibilities:

• Provides expertise in the management of mail services systems/applications and assigned products. 
• Maintain portfolio of all mail tools and solutions and provide ongoing evaluations for change management, upgrades, and capacity planning. 
• Work with vendors, IT, and Telecommunications experts to maintain systems at high levels of availability and performance.
• Must have experience in working with large, complex organizations to support customers, staff, management and the public
• Must possess experience in budgeting, accounting procedures and overall business principles.
• Proven ability to work effectively with vendors in managing installation of hardware, software, equipment.
• Must possess significant experience in project management, implementation and project tracking.
• Ability to organize work and demonstrate good analytical ability.
• Maintain all resources (lists, chart of accounts etc..) that assist mail services personel in performing their assigned job functions.
• Administers and maintains all employee files, FMLA, workers comp, PAF, conference records, payroll etc.
• Responsible for the development, review, and management of the employee work schedules to maintain appropriate staffing coverage to support customer service. 
• Use the job requisition process to fill open positions.
• Maintain all resources (lists, chart of accounts etc..) that assist mail services personnel in performing their assigned job functions.
• Lead the daily operation of mail services and systems, managing all postage accounts and billing, and lending expertise with postal service regulations, discount mail requirements and any other information relating to mail services.
• Manage mail systems and operations.
• Provide management of the day to day activities of the mail services for UPMC Pinnacle.
• Maintain department homepages on Intranet. Create Business Reply Mail artwork through the USPS Business Customer Gateway for new envelope creation and review artwork for mailings being sent through the Marketing department to ensure compliance with the USPS postal regulations and standards.
• Oversee all bulk mail requests, working with Marketing and departments, processing payment vouchers to ensure funds are available, reviewing mail piece design and working with USPS to ensure regulatory compliance.
• Process incoming service requests assign work to team members. Investigate and respond to all customer/department inquiries regarding mail delivery.
• Delegate responsibility to Team Leads to assist in staff development and quality assurance initiatives.
• Ensure training requirements for new staff are met, continually evaluating the responsiveness of staff and maintaining training programs to meet customer requirements
• Responsible for the development and management of employee work schedules; includes maintaining appropriate staffing complements to support customer service initiatives, approved vacation requests, and request director’s approval for use of overtime, excused absences or other non-standard situations. Manage operational and capital budgets for Mail Services, tracking variances, working within budget, and looking for opportunities to reduce expenses within service areas.
• Monitor and evaluate staff performance, providing quality feedback to improve performance and maintaining a high-performing team. Conduct interviews with potential applicants and complete employee evaluations within designated time frames. Responsible to administer employee discipline, in accordance with UPMC Pinnacle or Mailroom services policy, consulting with director as required.
• Perform department audits to ensure mailroom assets are appropriately allocated.Collaborate with Fleet Maintenance to maintain company vehicles in good working order through routine service and preventive maintenance.
• Develop and maintain departmental records including policies and procedures, statistical data reports.
• Approve payroll and purchasing requests, working with supply chain on contract administration.
• As required, perform mail duties: sort and distribute incoming and outgoing mail, operate mail and postage machines, and troubleshoot and program phones and pagers.Travel between campuses and other UPMC off campus locations and the USPS.Perform other duties as required and assigned.
• Maintain availability for after-hours escalation of emerging incidents, providing oncall when needed.