Division: Supply Chain Management

Work Arrangement: Onsite only

Location: Houston, TX

Salary Range: $44,948 - $51,683

FLSA Status: Nonexempt

Summary

The Lead Coordinator, Mail Services delivers on daily objectives with direct impact on college Faculty, Staff and Learners. The position requires a very high-level of knowledge in the procedures, equipment, software, and reports used by the college to process in-bound and out-bound mail and packages, and the financial impact of those services.

This position is customer-facing, and customer-service focused and requires some financial acumen and a high level of accuracy in data entry as mail expenses for departments are entered directly into SAP S4 Hana. Providing support to Business Support Services management and will participate in meetings and offer expertise for solving issues and cost savings. While serving as a liaison between Mail Services staff and Business Support Services management.

Job Duties

• Oversees collection of out-bound mail and packages from campuses, drop-boxes, departments, and individuals, both on scheduled stops, and on as-needed basis upon request.
• In SAP S4 Hana, utilizes Funds Availability Report to verify department funds by cost center for postage and shipping expenses.
• Oversees process for outbound mail and packages including operating Pitney Bowes postage machine, Sendpro Enterprise software for Certified/Registered mail, and calculates appropriate shipping charges by package weight and dimensions.
• Allocates mail and shipping expenses in SAP S4 Hana to charge-back departments/Cost Centers and communicates with departments regarding their charges, Cost Centers, and WBS Elements.
• Researches and verifies charges against Cost Centers when questions arise.
• May uses college fleet vehicle to deliver mail and USPS shipments to post office daily; facilitates retail/post office counter transactions.
• Oversees collection and storage of tracking information for Registered/Certified mail and international shipments and assists customers in tracking/verifying delivery of their items.
• Oversees receipt of and delivery routing of in-bound mail and packages the college.
• Responsible for the continued accuracy of delivery routes, locations, and mail-stop information used by all Mail Services personnel.
• Oversees assignment of daily routes to mail delivery staff.
• Creates and distributes work schedules to Mail Services staff.
• Ensures Pitney Bowes postage machine is properly maintained both by scheduled annual inspections, and schedules service, when needed, in accordance with service contract.
• Communicates with customers any mail-related problems, ie trouble-shooting undeliverable mail, explanation of department's mail expenditures, and a variety of other customer service issues.
• Develops training plans for Mail Services staff, and oversees daily operations of Mail Services unit. Creates corrective action plans as needed and liaises with BSS Management for HR issues.
• Monthly - pulls Budget v Actual report for the Mail Services Cost Center, including providing to and meets with Business Support Services Management to review results, identify trends, and provide cost-saving suggestions.
• Manages support of other Business Support Services units including Transportation Services, Parking Services, and General Services. Assigns staff to support Parking Services with parking access cards, fill-in shuttle drivers for Transportation Services, and to back-up to General Services Unit in all aspects of meeting set-ups, equipment moves, office moves, courier services, and assisting with Fleet Vehicle management.
• Performs other duties as assigned.

Minimum Qualifications

• High School diploma or GED.
• Six years of relevant experience.
• Valid Texas Driver's License; clean driving record; three years of driving history in the United States.

Preferred Qualifications

• Experience using Teams, Microsoft Outlook, Excel, and Word.
• Low-level management or supervision of customer service and/or delivery personnel.
• Keen ability to trouble-shoot problems and communicate verbally and in writing with all levels of customers across the college.

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.

Requisition ID: 19678