Receiving Services Manager - CAMPUS ONLY RECRUITMENT

This is a CAMPUS ONLY recruitment. Only current employees, or former employees with current Preferential Rehire rights will be considered for this position. Former employees with Preferential Rehire rights should apply through the external candidate gateway and identify themselves as such in their application to be considered for this position.

Current UCSC employees must apply to the job posting in the Internal Candidate Gateway. If you accessed this recruitment through the Internal UCSC gateway, you can apply via the "Apply" button at the bottom of this job posting. If you accessed this recruitment through the external gateway, you should access the internal job posting by going to the jobs.ucsc.edu weblink and clicking the "Internal UCSC Applicants" button.

If you are a current UCSC employee and apply through the External Candidate Gateway, you will not be considered for this position.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our website.

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 06-30-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Division of Finance, Operations, and Administration includes a broad and diverse set of operational units whose team members work daily to support the mission of UC Santa Cruz. Units in FOA foster a diverse, safe, sustainable, innovative, and customer-centered environment through exceptional service. FOA is made up of eight units: Budget Analysis and Planning; Financial Affairs; Physical Planning, Development and Operations; Police; Risk and Safety Services; Staff Human Resources; Sustainability; and the UCSC Arboretum and Botanic Garden. The Bay Tree Campus Store / Copy, Mailing, Receiving, and Surplus is part of Financial Affairs.

The Bay Tree Campus Store is a self-supporting auxiliary enterprise whose mission is to provide convenient and affordable access to coursebook materials, school supplies, and technology products that complement the academic environment and support the diverse needs of the campus community. The Bay Tree Campus Store features a variety of UC Santa Cruz insignia apparel and gift merchandise to promote school spirit among UC Santa Cruz students and Alumni who celebrate the iconic Banana Slug. Copy, Mailing, Receiving Services (CMRS) operates Campus Mail Services, the UCSC Copier Program, The Copy Center, Receiving Services, Moving Services, and Surplus Services.

JOB SUMMARY

The Receiving Services Manager is responsible for the overall management of the University's Receiving & Mail Delivery Services, which consists of campus receiving, shipping, deliveries/pick-ups, bulk mail, surplus operations, furniture rentals, e-waste recycling, storage, and moving services. The incumbent directs staff to complete assignments using established guidelines, procedures, and policies.

Incumbent oversees all aspects of campus moves, equipment rentals, and surplus services, as well as freight and mail receipt, inspection, refusal, re-direction, shipments, and pick-ups. Provides direction to employees according to established policies and management guidance. Administers policies that directly affect subordinate employees. Aligns departmental contributions with the vision of the administration and University mission.

APPOINTMENT INFORMATION

Budgeted Salary: $83,000 - $95,000. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: STOREKEEPING SUPV 1 (005041), GRADE 20

Travel: Never or Rarely

JOB DUTIES

50% - STAFF MANAGEMENT/SUPERVISION

• Recruit, select, assign, train, coach, and evaluate staff consistent with University policies.
• Oversee the daily operational work of subordinate supervisors and/or professional staff in Recieving.
• Communicate unit goals and objectives to staff and coordinate, schedule, meet with, and mange staff to achieve them.
• Coach and provide professional development that encourages staff to identify and provide value adding products and services and to deliver excellent customer service.
• Demonstrate and coach others to provide excellent customer service and anticipate customers' needs, internally and externally.
• Coordinate, supervise and deploy staff in a manner that meets unit objectives and income targets.
• Ensure effective scheduling and timely deployment of staff in the performance of all unit operations.
• Promote a work environment encouraging staff to identify and communicate problems in a constructive manner.
• Develop, implement, and track training in safe material handling including assessing loads for safe handling, recognizing hazardous loads, using proper protective equipment, operating equipment safely, safely traveling with a load, and recognizing the need for help.
• Establish a safe working environment and ensure compliance of all employees to safety regulations and policies.
• Troubleshoot and resolve problems in a timely and effective manner.
• Provide leadership, quick thinking, guidance, and listen to staff in order shift operations as campus needs change.

35% - OPERATIONS

• Interpret, analyze and apply campus and system-wide policies and requirements relevant to operations.
• Ensure effective coordination of all aspects of UCSC surplus operations, including retrieval
  process of excess property, all logistical needs, staffing, communications with campus units,
  advertising strategy, sales of surplus through Surplus Store, website sales, general public auctions (in-person and online), and reconciliation of auction proceeds.
• Review, process, and monitor all recharge and billing transactions.
• Research, reconcile and resolve recharge and billing discrepancies.
• Ensure effective administration of sub-cashiering station including timely deposit of funds, input all financial sales data and account for appropriate distribution of proceeds from the sales of surplus property to departments.
• Ensure timely and accurate transfer of title of all surplus fixed assets from the university.
• Provide monthly statistical reports for tracking volume of work, turnaround of deliveries and surplus goods, and recharge income generated from sales of goods and services.
• Ensure adequate security and controls are in place to protect incoming mail, packages, freight, surplus equipment and other materials.
• Ensure accurate, safe, and timely receipt, inspection and delivery of mail, packages, and
  shipments.
• Manage and coordinate inbound mail processing and delivery of mail to campus units; approve and establish new mail stops, integrating into routes and database as appropriate.
• Maintain a working knowledge of each campus delivery route in order to perform deliveries as needed.
• Evaluate processes and recommend improvements in regards to quality and cost effectiveness.
• Coordinate with various campus units, facilities managers, and suppliers on numerous projects. (Earthquake retrofit, infrastructure projects, fire alarm upgrades, large moves, plumbing, address changes, etc.)
• Oversee the purchasing of goods to ensure appropriate stock levels for all inventoried items and requested special services.
• Oversee and maintain physical inventory and inventory records. Ensure compliance with departmental and University inventory management practices.
• Oversee material handling equipment, vehicles and tools that are used to receive, store, and move goods.
• Facilitates physical inventory cycle counts on all materials and equipment, both periodically and ongoing ad hoc spot checks.
• Maintain a high level of customer service as well as effective vendor relationships.
• Create, distribute, and continuously improve forms and documents and webpages ensuring stakeholder input and eliciting customer feedback.
• Perform deliveries and moves as needs based on staff availability.

15% - RESOURCE PLANNING/ADMINISTRATION

• Implement a strategic plan that ensures the department's products and services contribute to the achievement of campus short- and long-term objectives and strategically impact the bottom line.
• Develop ideas, conduct feasibility studies, and propose new and/or enhanced services to support the campus mission.
• Keep current on postal regulations/rates; changes in receiving best practices, equipment and processes; technology, policy, and regulations impacting surplus; and other industry best practices, regulations, laws, policies, and campus needs as relate to functions covered by the
  Receiving Services Manager position.
• Develop and implement procedures, operating guidelines and processes that are safe, efficient, cost-effective, responsive to campus needs, include appropriate controls, and comply with federal, state, and University regulations and policies.
• Apply creativity in evaluating and adapting to the ever-changing needs of the campus.
• Develop, implement, and track performance measurements; identify gaps, analyze causes and develop corrective action plans.
• Manage unit financial, human and physical resources to stay within planned budget and generated revenues; identify annual sales targets, analyze staffing and budgetary requirements, and track performance to plan.
• Recommends changes to Receiving budget.
• Identify trends and potential problems in advance, proposing strategies to continue to meet objectives.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training
• Working knowledge in storeroom/warehouse and inventory practices, procedures used in the receipt, storage, and distribution of items.
• Working knowledge of coaching and mentoring staff.
• Demonstrated knowledge using software such as Word, Excel, email, Filemaker Pro, Google products, and others to produce documents, forms, reports, statistical information, and spreadsheets.
• Excellent verbal communication skills.
• Excellent written communication skills.
• Interpersonal skills with the ability to demonstrate diplomacy, discretion, and tact in relations with co-workers, university administration, government agencies, staff, and support personnel.
• Organizational skills sufficient to establish priorities efficiently and to coordinate and complete a variety of assignments in a timely manner with a strong attention to detail and the ability to maintain a high degree of accuracy and thoroughness.
• Ability to think creatively and innovatively when problem-solving.
• Ability to model, teach, and expect safe work practices at all times.
• Ability to work independently.
• Experience driving larger vehicles/trucks.
• Knowledge and understanding of the e-waste landscape, including state guidelines and e-waste resource providers.
• Experience with safe material handling, including managing loads for safe transport, recognizing hazardous loads, using proper protective equipment, operating equipment safely, and safely traveling with a load.

PREFERRED QUALIFICATIONS

• Working knowledge of University, Federal and State regulations related to receipt, handling, storage and distribution of appropriate classes of materials.
• Experience with the construction and wiring of Steelcase and other brand cubicle enclosures.
• Experience with and understanding of University policy: BFB-BUS-38: Disposition of Excess Property and Transfer of University-Owned Property.
• Experience participating in or supporting personnel-related activities such as recruiting, hiring, training, performance evaluations, or implementing corrective actions. Ability to provide guidance, coaching, or mentorship to staff or peers.
• Experience in sales, analyzing customer's needs and pricing products/services to be able to move/turn over inventory.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Must possess a current forklift operator license or have the ability to obtain it within 6 months from date of hire.
• Must possess a valid license to drive in the state of California and participate in the Department of Motor Vehicles (DMV) pull notice program.
• Interviewees will be required to provide a current DMV record.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to do occasional work in confined spaces such as attics and trenches while bending, stooping and/or kneeling with the possibility of being exposed to live electrical circuits and machinery.
• Ability to work in conditions of variable temperature/weather with possible exposure to strong, unpleasant odors, high levels of noise and vibrations, and exposure to dust and allergens.
• Ability to ascend/descend ladders with or without accommodation.
• Ability to sustain exposure to dusty, noisy environments and inclement weather as necessary to carry out assigned duties and responsibilities.
• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.
• The selected candidate will be required to work all scheduled hours on-site.
• Ability to respond to emergencies after hours as necessary.
• Ability to work safely in areas where hazardous materials are present or stored.
• Ability to wear proper safety attire (long pants, closed-toe shoes, etc.) and personal protective equipment common in a laboratory setting.
• Ability to read signs and follow directions on labels that are written in English as well as ability to read and understand Material Safety Data Sheet (MSDS) and the proper use of chemical compounds.
• Ability to travel within a defined regional or service area.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

Misconduct Disclosure Requirement

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.