POSITION IDENTIFICATION
TITLE Coordinator, Printing and Postal Services
CLASSIFICATION NUMBER 5331
GRADE 28
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR University Space Manager – Director of Support Services
GENERAL FUNCTION
The Coordinator of Printing and Postal Services provides leadership and strategic direction for all printing and mailing operations at the University. This position oversees daily operations, develops policies and procedures, manages personnel and budgets, ensures regulatory and branding compliance, and drives efficiency, customer satisfaction, and technological advancement across all printing and postal service functions.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: An associate degree or two-year technical degree from a college, vocational or technical school is required; a bachelor degree is preferred. An emphasis in Business, Management, Graphic Arts, Industrial Management or a related field preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Experience: At least three years of experience in the graphic arts or printing business, including at least two years in positions requiring skills in quality production, selling, pricing, estimating, and general printing and postal operations is required. Digital printing experience is preferred. Postal experience is preferred. Experience in a higher education environment is preferred.
Skills: Excellent administrative, communication, and interpersonal skills are required. Demonstrated familiarity with developing technologies in graphic arts, printing, and mailing as well as the ability to apply those technologies is required. Computer literacy is required. The ability to work with deadlines and under pressure is required.
Effort: This position requires sufficient visual acuity to design and judge the quality of work effort. This position regularly lifts and transports materials, packages, and equipment weighing up to seventy pounds for short distances. Periods of prolonged standing to monitor the operation of various printing and postal machines are common.
Other: This position is based on temporary funding and the position exists only as long as the funding is available.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Ensures that the University's printing service provides a quality printing service for faculty, staff, and students and is self-supporting by providing vision and planning and establishing operational policies for printing service activities, and managing department personnel, budgets, and all phases of printing operations.2. Provides quality printing services to customers by advising customers on capabilities and limitations, recommending printing options that meet their needs, establishing printing costs that are competitive, coordinating viable completion dates and scheduling printing jobs accordingly, checking the quality of printed materials, and resolving customer complaints.
3. Assures the ability of the University’s printing service to remain competitive to operate on a self-supporting basis by being knowledgeable of the local printing market, employing printing operations which are cost efficient, purchasing supplies which have been competitively bid, establishing chargeable costs based upon the actual costs of labor and supplies, utilizing and training staff to use estimating and billing software, assuring data modules are current and accurate, researching and recommending upgrades and alternative estimating and billing software, and contracting with outside vendors for unique or special printing jobs which are beyond the capability of the department to complete as requested.
4. Ensures that printed materials reflect quality and excellence in printing and promote a positive image of the University by informing customers of established printing policies and enforcing University policies regarding printed materials, such as identity standards and EEO language, and use of the University logo in all promotional materials and communications.
5. Oversees the daily operations of printing services, including Copy This, by coordinating the various functions of printing operations including graphic arts, photocopy, digital press, and bindery to achieve quality printing in a timely, efficient, and cost-effective manner, assigning printing jobs to appropriate personnel, and reviewing and evaluating monthly operational statements and production and inventory reports.
6. Ensures that the University's mail service complies with federal postal rules and regulations in the receipt, handling and distribution of all classes of mail.
7. Leads and oversees an efficient, prompt, service-oriented mail service for the University campus and community by operating within budget while providing a quality mail service to the University, receiving and distributing incoming United States Postal Service and campus mail, weighing and sending packages and all classes of mail, and collecting outgoing mail for pick-up by the postal service according to Federal Postal Regulations.
8. Ensures University compliance in the operation of the contract station by providing assistance as required to the Copy Center Supervisor, Assistant Supervisor, and Postal Services Specialist regarding maintaining accurate account records for the sale and purchase of stamps, compiling sales information and preparing required daily reports for the United States Postal Service, and depositing revenues from postage sales with the Postal Service.
9. Provides a special mail service to the University by collecting departmental metered mail and campus mail either at the department or from the mail bins, determining postage charges for metered mail by departmental budget number, and providing a monthly report to Financial Services of metered mail charges for each department.
10. Promotes a professional, service-oriented mail service operation by answering inquiries concerning campus and United States mail services and regulations, explaining rates, special types, classes of mail, and packaging requirements, and advising mail service patrons on the most appropriate category and class of mail to meet their needs.
11. Promotes preventative maintenance as a strategy to extendthe operational life
of printing and postal equipment and minimizes replacement costs by ensuring regular
cleaning and servicing of equipment according to technical guidelines by employees
qualified to perform the services, maintaining service contracts on leased equipment,
and contracting with commercial vendors for services beyond the capability of employees
to perform.
12. Ensures Printing and Postal Services remains technologically competitive by remaining
current on new and developing technologies and methods related to printing and postal
services, evaluating and recommending any such new technologies, methods, or equipment
to senior administrators, and applying those technologies where appropriate.
13. Provides input for development of the departmental budget and approves departmental expenditures, determines the fiscal requirements of the department and provides input, formulating budgetary recommendations, monitoring, verifying, and reconciling budget expenditures, gathering, recording, and analyzing data for billing and operational benchmark analyses, preparing reports, participating in the development of department goals and objectives, and suggesting updates and enhancements to the departmental website.
14. Develops an efficient and effective staff by recruiting and hiring qualified applicants, providing training on university policies and procedures governing printing and/or postal operations, making appropriate work assignments, supervising work activities, and evaluating employee performance.
15. Ensures that Printing and Postal Services has sufficient supplies and equipment for daily operations by determining the amount and type of supplies and equipment needed, requesting those supplies and equipment, and maintaining a perpetual inventory for all supplies.
16. Assists with daily printing and postal operations by participating in the workflow.
17. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the University Space Manager – Director of Support Services
18. Contributes to the overall success of Printing and Postal Services by performing all other duties and responsibilities as assigned.
SUPERVISION
The Printing and Postal Services Coordinator supervises full- and part-time employees.
OFFICE OF HUMAN RESOURCES
REVISED June 2026
