Direct responsibility for successful management of the total Staff Services operation to include: copy services and satellite copy locations, print shop, postal services, word processing center, switchboard, signage/engraving, fax, disposal of confidential documents, billing, recycling, warehouse services; coordinating these functions with the needs of faculty, staff and administration.
DUTIES OF POSITION:
*(DENOTES ESSENTIAL FUNCTIONS)
*1. Provide responsible management and administration for the efficient operation of the Staff Services Department.
2. Develop, manage and monitor budget for Staff Services Department.
3. Analyze operating costs and establish standard rates for internal allocations. Monitor and insure timely and accurate monthly departmental charge backs are processed.
*4. Establish and enforce Staff Services office procedures and practices, including handling of tests and other sensitive documents. Manage and coordinate efforts between departments in an efficient manner. Conduct orientation for new employee training.
*5. Proficiency in providing technical problem solving expertise; advising on procedures and best methods to accomplish goals.
*6. Research, plan and implement automation in all areas. Research for written rationalizations and specifications for capital equipment.
*7. Interview, hire, prepare job descriptions, conduct performance evaluations, administer disciplinary action as necessary; training and staff development of 49 employees.
8. Develop long range plans, area objectives and goals for all areas.
*9. Generate reports and presentations for administration. Analyze and prepare monthly reports for all Staff Services areas.
10. Oversee physical layout of Staff Services to include supervision of equipment maintenance, renovation and safety standards.
*11. Resolve customer complaints. Advise on procedures.
*12. Interview vendors to remain abreast of technological advances; in order to plan, design, and recommend new equipment purchases.
*13. Management of institutional recycling program. Analyze and prepare reports on materials collected. Research ways and means to increase marketability of recycled products. Coordinate activities with Illinois Department of Energy and Natural Resources in order to plan, design and enhance program. Develop, manage and monitor five-year Waste Reduction Plan.
14. Create an environment with resources conducive to quality production work.
*15. Serve on appropriate internal and external committees.
16. Other related duties as assigned.
Received by Employee:
Director of Business Affairs
Exercised by Employee:
Staff Services Departments (Copy Services, Print Shop, Postal Services, Recycling, Switchboard, Word Processing, Warehouse, Signs/Engraving).
Associate degree with emphasis on business or general office management.
Bachelor's degree in management with Certificate in Office Technology Information.
Five years of experience in an education service or large office environment with at least three years in a management position. Knowledge of computers and various software packages, including database, word processing, forms generation, spreadsheets and graphics. Must be able to adapt to performing a variety of activities, with multiple demands on time. Good organizational and communications skills. Excellent customer relations skills required. Demonstrated organizational and supervisory skills. Proficiency in written and spoken English.
Five to seven years of office management experience with considerable knowledge in the following areas: automated office, information systems, graphics, and telecommunications systems.
EQUIPMENT AND/OR MACHINES USED:
Computers, printers, calculators, copiers, electric typewriters, electronic switchboard and various telephone instruments throughout campus, postal equipment (postage meters, mail machines, automation equipment), graphic arts equipment, telecommunications equipment, miscellaneous finishing equipment, and small tools as needed.
Forty hours per week, but often requires additional hours. Fast paced, demanding on time and physical energy.