Office Services Supervisor

Office Services Supervisor

The Office Services Supervisor oversees the Office Services department operations, including the mail center, inventory, and receptionist area. Reports directly to the Executive Director of Facilities & Support Services.

• Oversees the processing and distribution of incoming, outgoing, and interoffice mail.

• Maintains knowledge of postal regulations and rates and ensures UICA awareness and compliance; serves as a central resource for all staff; evaluates mailing costs and recommends alternative services. Monitors use, care, and servicing and replacement of mail center equipment.

• Receives and processes deliveries of printed materials and supplies; oversees outgoing and incoming copy/print jobs and maintains communication with the University of Iowa and other vendors; maintains an active partnership with UI Central Mail Department to ensure cost effectiveness. Works with UICA Communications team to source and maintain inventory of printed fundraising materials.

• Manages funds for employee purchases both personal and business of stamps and mailing supplies and charges for shipments. Manages mass mailing projects performed on-site.

• Tracks mail center sales and produces monthly cost reports for the Finance department.

• Manages inventory system and oversees maintenance of inventory records.

• Acts as liaison to UI Parking office for management of UICA parking-related matters; coordinates staff parking permit renewal process, check out, departmental placards, & temporary parking permits.

• Hires, trains, and supervises office services staff; manages schedules and directs daily tasks and projects.

• Ensures that continuous coverage is maintained at the Levitt Center receptionist desk.

• Assists with revising and updating various manuals, including the office services guidelines and operations manual.

• Plans and oversees the overall operational, reporting, budgetary, and financial responsibilities of the Office Services unit; develops and maintains work systems, procedures, and productivity standards that advance the mission and goals of the UICA unit and enable optimum performance of the people and other resources within it; allocates resources to effectively accomplish the work of the unit; monitors, evaluates, and aims to improve effectiveness of unit operations; makes business decisions that are consistent with UICA mission/vision and our organizational culture and values.

• Manages all aspects of the employee lifecycle within the unit, from recruitment and onboarding through separation; empowers employees to take responsibility for their jobs and prioritizes trust and transparent communication as the basis for a productive relationship; supports employees in developing meaningful goals aligned with those of the unit and UICA and in achieving/surpassing those goals; inspires performance through clear expectations and ongoing feedback; supports employees struggling to meet expectations for productivity, quality, and goal attainment; identifies and anticipates competency gaps within individuals and the unit as a whole; motivates, develops, coaches, and rewards employees for growth in competencies over time, leading to new opportunities for subject matter expertise or leadership; creates a work environment that is consistent with UICA mission/vision and that emphasizes our organizational culture and values.

*Due to the nature of work for this position, on-site attendance is required.

Education & Experience: Associate's degree and 5+ years of relevant experience preferred; equivalent combination of education and experience will be considered.