Transylvania University

Job Overview

The Office Services Coordinator provides mail services, office supplies and certain vehicular
transportation services to all university faculty, staff and students. Coordinates the centralized
university purchasing.

Primary Responsibilities

1. Sort, prepare and process all incoming and outgoing US mail, campus mail and parcels. Sell
stamps, postcards, envelopes and shipping services to faculty, staff and students.
2. Responsible for mail machines and associated contracts. Ensure machine
functionality, adequate postage balances are maintained, update postage rates on
machine, etc.
3. Report monthly postage and shipping fees for departmental charges.
4. Serve as campus operator.
5. Manage inventory of general supplies including monthly report of supplies expenses
for departmental charges.
6. Maintain a purchasing list of affiliations that yield discounted pricing and work with
staff and faculty to ensure we are obtaining best pricing. Manage cooperative
purchasing arrangements and place orders for departments as requested from
approved vendors. Review, price compare, and approve purchases through vendor
sites including but not limited to Amazon and Staples.
7. Coordinate purchases of large ticket items that do not require a Request for
Proposal (RFP) and assist in the processing of RFPs for specialized goods and
services.
8. Manage requests for personal vehicle usage and rental cars in compliance with
university policies and procedures. Maintain approved drivers list and management
of driver training compliance.
9. Manage Fleet Cards program including ordering and assigning cards, periodic
audits, and review of actual charges for compliance and appropriate use.
10. Assist with insurance claims including but not limited to those involving university-
owned vehicles, as needed.

Other duties as assigned by the supervisor.

 Preferred Attributes

Education and Experience preferences listed here are in addition to existing job

requirements.

High school diploma or equivalent and three years of experience in a related field.

Mailroom, post office, purchasing, office administration, etc.