Administrative Assistant And Trainer

Full Time • Dallas, TX, United States of America

32,756 - 41,477 (Yearly) Added 3 weeks, 2 days ago

Summary

LOCATION

Campus-based position

QUALIFICATIONS

High school diploma or equivalent, valid US driver’s license, strong organizational and customer service skills, ability to multitask and learn various computer programs, and at least one year of related experience preferred.

RESPONSIBILITIES

Coordinate fulfillment requests, assist with Mail Services operations and administrative tasks, oversee training of new clerks, manage inventory, and process incoming and outgoing mail as needed.

INDUSTRY

Educational Services

SHORT DESCRIPTION

The Mail Services Administrative Assistant & Trainer supports campus outreach by managing fulfillment requests, overseeing mail operations, and training staff to maintain efficient mail services.

Job Summary:

The Mail Services Administrative Assistant & Trainer will serve in three main areas:

Work with on campus departments to assure that all fulfillment requests are completed in a timely matter and to the expectation of the departments making the request to support campus outreach and fundraising.
He or she will also assist the Mail Services Supervisor in support of the day-to-day operations and administrative tasks for Mail Services and will serve as a backup for Mail Clerk duties and to the Mail Services Supervisor when needed.
Oversee training of new clerks, existing clerks and work with Supervisor for training events, as well as help keep training materials current.

Supervisory Responsibilities (if applicable):

Secondary supervision in support of Mail Services Supervisor.

Duties/Responsibilities:

Fulfillment Responsibilities:
- Coordinate with Advancement
- Receive, organize, and keep an up-to-date inventory of books for Advancement Direct-Mail Fundraising.
- Keep records of how many, what kind, and when each fulfillment item has been completed.
- Retrieve and charge materials for the fulfillment of Direct-Mail Fundraising requests accurately.
- Oversee the fulfillment of Direct-Mail Fundraising orders according to Advancement’s specifications with quality, accuracy and timeliness.
- Provide Mail Clerk III with all material needed to complete fulfillment orders
- Receive and print long-receipts for donors to the seminary to Advancement’s specifications, ensuring that all information is kept confidential and incorrectly printed receipts are disposed of securely.
- Receive, collate, and complete short-receipt mailings in coordination with Advancement and the President’s office with perfect accuracy and immediacy, keeping all information confidential.
- Coordinate with Admissions through email and interoffice mail to receive and store materials.
- Oversee Mail Clerk III in the completion of mailing requests for New Student Viewbooks.
- Provide Mail Clerk III with all material needed to complete View Book orders
- Coordinate with Alumni to receive and store materials for weekly alumni postcards
- Oversee the Mail Clerk III in the completion of mailing requests for postcards on a weekly basis.
- Communicate with departments regarding low-inventory items to encourage timely reordering.
Administrative Responsibilities:
- Identify and re-order necessary office materials and postage for Mail Services. If not part of regular office materials, see supervisor for approval prior to ordering
- Resolve and investigate unknown packages that are received.
- Process invoices for Mail Services, Campus Lounge orders, and Campus Paper orders.
- Conduct a monthly, physical inventory of all retail materials.
- Perform a quarterly physical inventory of all departmental storage items.
- Update Mail Services’ DTS Residents and Employee logistical database as needed.
- Create and distribute fliers and PowerPoint slides for department events and service changes. Work with Supervisor for needed details
- Work with Marketing and Communications to send out DTS Magazines and other materials in a timely manner for lectures and conferences.
- Assign work order requests to mail clerks and follow up to make sure work orders are complete and closed
- Other duties as assigned by the Mail Services Supervisor or Director of Campus Services
Mail Clerk Duties – Backup Mail Room when short staffed
- Process inter-departmental material and delivery requests.
- Balance the end of day cash register by generating reports for all retail sales and all on-account, departmental transactions.
- Transport outgoing campus mail to the US Post Office when needed.
- Process incoming and outgoing mail utilizing specialized machines and software.
- Operate cash register, scanner, scales, and credit card/debit card terminal
Trainer – Work with Supervisor to ensure that all new, existing clerks are trained according to the policy and procedure that have been established.
- Oversee training of new clerks following the training instructions for the first 90 days.
- Assign a new clerk with an existing clerk during their first 90days or until they are proficient in all work areas of Mail Services and training documentation is completed
- Make sure that all training is recorded on both the trainers and trainees paperwork and report to supervisor on how training is going on a weekly basis.