Advertised Summary Job Description: Reporting to the Director of Administrative Services, the Assistant Director of Operations (ADO), serves on the staff of Administrative Services and oversees the daily operations of Student Mail, Administrative Mail, Transportation and the Copier program. The ADO is an integral part of divisional collaboration by providing consultation/support to all departments within Administrative Services. Administrative Services is comprised of the following departments: Print Services, Copier Program, Administrative Mail, Student Mail and Transportation.
Administrative Mail is responsible for the timely and accurate collection and distribution of all interoffice mail, checks and US Postal Service (USPS) mail and parcels throughout the University, Medical Center and satellite locations. Administrative Mail also processes outgoing USPS mail for schools and departments. Ensuring quality, consistency and timeliness of mail services is essential to the efficiency of the Administrative Mail room's operation and to the Columbia community.
Student Mail collects and distributes all student mail and packages. Student Mail also processes outgoing mail and parcels, manages rental boxes, oversees locker rentals and maintains a 7,000+ active student body registry for all incoming and outgoing students.
Transportation Services oversees management of all University and Medical Center scheduled shuttle buses as well as coordinates requests for non-scheduled "charter" bus services. In addition, Transportation Services also manages the primary limousine and black car service vendor relationships for the University. The Copier program oversees an 850+ database of copiers throughout the main campuses and satellites. The program ensures that all clients receive support in the acquisition and removal process and with their copier service and maintenance needs.
The ADO has the overall responsibility for the daily operations of the Administrative & Student Mail operations and the Transportation and Copier programs, which employs 26 full-time in-house employees. Contract management including execution of RFP's and assuring that contract deliverables, SLA's and SOW's are met and fully executed are essential duties as well. The ADO maintains the logistics including: coordination, transportation, personnel, equipment, performance, and evaluation, while ensuring that divisional personnel standards are met and monitored and department metrics are measured, benchmarked and reported on a regular basis.
Acts as a Campus Services EMOT representative responding and trouble-shooting to all emergent situations. Standing member on the Environmental Stewardship Transportation Team. The ADO will review, recommend and implement changes in Mail services, Transportation and Copier operations and policies and procedures, and monitors budget expenditures to assure that all departmental and client needs are met.
General Minimum Qualifications: Bachelor's degree in Business or a related field is required. Four to six years of related experience required. Previous experience in a managerial capacity with a strong operational background encompassing various aspects of service is preferred. Related experience in supervising Bargaining Unit employees is preferred. A strong understanding of personnel related procedures. In addition, the incumbent must have excellent computer skills with proficiency in Microsoft Office applications. The incumbent must demonstrate analytical and problem-solving skills along with proven decision-making skills and initiative. Excellent communication skills both oral and written, customer skills and the ability to interact with management at all levels.
Additional Specific Minimum Qualifications:
Preferred Qualifications: The ability to work independently and as a member of a team is preferred. Familiarity with transportation vehicles, their maintenance and management of time sensitive scheduling issues; and mail room office equipment required to run mailroom operations strongly desired. The ability to multi-task and prioritize well under pressure, and on a daily basis. Proven leadership is a plus.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_165007
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.