Director, UCLA Mail, Document & Distribution Services

Special Instructions to Applicants

Cover letter is required for consideration.

Department Summary

UCLA Mail, Document & Document Services (MDDS), a division of the Chief Financial Officer Organization, is a premier on-campus service center offering comprehensive solutions for document services, digital scanning, mail, messenger, shipping/receiving, and compressed gas cylinder services. With a dedicated team of 50-60 onsite employees, MDDS supports the University of California's mission of teaching, research, and public service by delivering high-quality, cost-effective services.Mail Services processes all U.S. and Campus mail sent or received by UCLA; Document Services provides cost effective solutions (print and scan) for the handling, distribution, and presentation of both confidential and non-confidential data for academic, business, and medical units; Distribution Services provides Medical Center and Campus cylinder management services and central receiving services; Incoming Mail Units process approximately 2 million pieces of U.S. Incoming and Campus mail delivered to 700 Campus mail stops daily; Outgoing Mail process 1.5 million pieces of U.S. outgoing mail (domestic and international) utilizing a high-speed metering system and shipping stations; Direct Mail processes 1 million UCLA Health Guarantor Statements (physician billing) annually; Messenger Services process approximately 30,000 messenger pickups and deliveries annually; Document Services scan, copy, and/or duplicate 15 million images on an annual basis utilizing high-speed color and black & white copiers to complete jobs from idea creation to final binding and delivery; Receiving processes close to 110,000 shipments providing receipt and re-delivery of inbound freight for the Center for Health Sciences complex of buildings and provides UCLA central accounts for UPS and FedEx; Cylinder Management process medical and industrial gas cylinder deliveries for campus and CHS customers.
Position Summary

Within the Vice Chancellor and Chief Financial Officer organization, the Director of Mail, Document & Distribution Services (MDDS), oversees a total of 7 cost centers: Mail Services (Incoming Mail, Outgoing Mail, Direct Mail, and Messenger Services), Document Services, and Distribution Services (Receiving and Cylinder Management). The Director manages operations by setting goals and objectives across all centers to ensure business needs of stakeholders are satisfied with exceptional customer service. Furthermore, The MDDS Directors ensures practices and processes of the various workstreams ensure compliance with UCLA Policy, USPS Regulations, Department of Alcohol Tobacco, and Firearm, California Highway Patrol, Department of Homeland Security, HIPPA, and any other entity involved with the organization. The incumbent establishes and leads collaborative partnerships of all stakeholders involved including Campus and Medical Center, as the authorized Campus representative to contract with the U.S. Postal Services. As the Chief Accounting Offer for MDDS, the Director is responsible for the revenues that are upwards of $11 million as well as the budgetary implications of decisions. The MDDS Director's organization consists of approximately 50-60 full time employees and meets regularly with all personnel while providing support to supervisors in areas relating to day-to-day operations, backlogs, training, etc..

Salary & Compensation

*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.
Qualifications

Minimum of 10 years of supervisory experience sufficient to organize, motivate, and train a variety of staff members over a variety of business services to meet department goals and objectives. (Required)

Minimum of 10 years demonstrated experience and skill in financial analysis, strategic planning, and administration of departmental budgets, including the ability to correlate fiscal resources with programmatic needs. (Required)

Demonstrated skills in leading, managing, supervising, coaching and mentoring a multi-functional staff comprised of professional, technical, administrative, and service personnel. (Required)

Ability to motivate, discipline, evaluate, and develop employee resources with knowledge of required task skills, selection criteria, and training requirements of staff. (Required)

Ability to establish, maintain, and coordinate employee compensation rates in accordance with University regulations and to obtain employee retention. (Required)

Ability to establish priorities, set goals, and achieve positive results with time management skills sufficient to coordinate daily duties and work effectively under pressure. (Required)

Knowledge of sound business practices to be able to develop, negotiate, review and execute agreements on behalf of Campus departments. (Required)

Knowledge of marketing principles, techniques, and effective implementation to successfully enhance department value. (Required)

Ability to facilitate, coordinate, and present management and process topics at workshops and conferences to an audience of various sizes and level of profession. (Required)

Working knowledge of computer and equipment technology and automation to ensure proper selection of equipment to fit customer needs. (Required)

Demonstrated knowledge of various Federal Copyright, USPS, ATF, and CHP requirements and the ability to appropriately apply said laws and statutes in the University setting. (Required)

Ongoing education and training to update working knowledge of management principles and application thereof. (Required)

Demonstrated knowledge of UCLA policies and procedures. (Preferred)

Knowledge of UCLA Financial Systems including OASIS, DACSS, Transfer of Funds, Non-payroll Expenditure Adjustments, Bruin Buy Plus, Post Audit Notification review, and UCPATH. (Preferred)

Education, Licenses, Certifications & Personal Affiliations

Bachelor's Degree in related area and / or equivalent combination of education and experience / training. (Required)

Special Conditions for Employment

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

Conflict of Interest: The position is subject to the University Conflict of Interest Code required by the Political Reform Act of 1974. The candidate(s) selected will be required to complete financial statements for public record.

Schedule

6:00 a.m. - 3:00 p.m. or variable based on operational needs
Union/Policy Covered

99-Policy Covered
Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&jobcode=40059562