Office Services Coordinator

Transylvania University; Lexington (KY); On-site; USD 36,000 - 48,000; Full time

Job summary

Transylvania University in Lexington, KY is seeking an Office Services Coordinator to manage mail services, office supplies, and campus transportation. You will coordinate centralized purchasing for departments and support the campus with vendor relations and cost saving measures.

The role requires strong organizational skills, attention to detail, and experience with inventory management and basic contract administration.

Qualifications

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

Responsibilities

• 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.
• Responsible for mail machines and associated contracts. Ensure machine functionality and maintain postage balances.
• Report monthly postage and shipping fees for departmental charges.
• Serve as campus operator.
• Manage inventory of general supplies and monthly expenses for departmental charges.
• Coordinate purchases of large-ticket items not requiring an RFP and assist with RFPs for specialized goods/services.
• Manage requests for personal vehicle usage and rental cars in accordance with university policies.
• Manage Fleet Cards program including ordering and auditing cards for compliance.
• Assist with insurance claims involving university-owned vehicles as needed.

Education

High school diploma or equivalent

Job description

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. 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. 2. Responsible for mail machines and associated contracts. Ensure machine
   functionality, adequate postage balances are maintained, update postage rates on
   machine, etc.
3. 3. Report monthly postage and shipping fees for departmental charges.
4. 4. Serve as campus operator.
5. 5. Manage inventory of general supplies including monthly report of supplies expenses
   for departmental charges.
6. 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. 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. 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. 9. Manage Fleet Cards program including ordering and assigning cards, periodic
   audits, and review of actual charges for compliance and appropriate use.
10. 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.