Senior Operations Manager, Printing Services

Vanderbilt University; Nashville (TN); On-site; USD 90,000 - 120,000; Full time

Job summary

Vanderbilt University Printing Services seeks a Senior Operations Manager to lead core business and production operations for a university in-house print shop. You will oversee the print MIS (PACE), web storefronts, inventory records, receiving, outsourced production, and employee training, while maintaining proficiency in small-format production.

You will back up production during absences or peaks and guide continuous improvement in quality, cost, and turnaround time for campus printing needs.

Qualifications

• Bachelor’s degree and a minimum of three years of relevant experience in print operations, print‑production systems, promotional products, outsourced production, inventory management, or a related field, or an equivalent combination of education and experience.
• Demonstrated knowledge of small‑format digital print production, including file preparation, press operation, finishing, and quality control.
• Experience with PACE or a comparable print management information system, web‑to‑print platforms, inventory systems, or comparable business applications.
• Experience coordinating customers, vendors, projects, deadlines, and operational handoffs.
• Ability to operate and troubleshoot small‑format printing and finishing equipment.
• Strong organizational, analytical, problem‑solving, and communication skills.
• Ability to develop procedures and train or guide employees without formal supervisory authority.
• Commitment to customer service, quality, accountability, sustainability, and continuous improvement.

Responsibilities

• Serve as the functional owner and primary subject‑matter expert for PACE or any future print management information system.
• Maintain system workflows, operational records, pricing information, inventory data, and user access.
• Provide user support, troubleshoot routine system issues, and coordinate enhancements with vendors and university technology resources.
• Manage web-to-print storefronts, including products, templates, pricing, permissions, approvals, and ordering workflows.
• Develop procedures, job aids, and training materials for applicable systems and digital workflows.
• Maintain accurate inventory records for paper, substrates, supplies, promotional products, and other materials.
• Coordinate physical inventory counts and reconcile discrepancies between system records and actual quantities.
• Monitor inventory levels and usage to support timely purchasing and reduce shortages, excess inventory, and waste.
• Receive and inspect incoming supplies, promotional products, and outsourced orders.
• Verify quantities, condition, specifications, and documentation and resolve receiving or inventory discrepancies.
• Manage promotional product sales and fulfillment from initial customer consultation through delivery and billing.
• Research products and vendors, obtain estimates, prepare pricing, and coordinate artwork, proofs, approvals, ordering, tracking, receiving, and delivery.
• Coordinate print and production projects that are outsourced to external vendors.
• Monitor vendor performance and resolve product, quality, shipment, communication, or billing issues.
• Ensure promotional and outsourced products align with approved proofs, customer specifications, university requirements, and departmental quality standards.
• Maintain proficiency in all small‑format production functions, including file preparation, digital press operation, finishing, packaging, and quality control.
• Serve as the primary backup for small‑format production during employee absences and periods of high volume.
• Provide surge support for large‑format and specialty production as needed, including apparel pressing, rotary engraving, finishing, packaging, and other production activities for which the employee has been trained.
• Perform routine equipment setup, maintenance, and troubleshooting within assigned production areas.
• Ensure work is completed accurately, safely, and according to customer specifications and departmental standards.
• Coordinate onboarding, system training, process instruction, and cross‑training for employees and student workers.
• Develop and maintain standard operating procedures, checklists, and job aids.
• Provide functional guidance and technical support without serving as the employees’ direct supervisor.
• Establish quality‑control checkpoints and investigate system, inventory, vendor, production, or delivery failures.
• Use operational data to identify improvement opportunities related to quality, efficiency, cost, turnaround time, and customer service.
• Support sustainability through responsible sourcing, inventory control, efficient production, and waste reduction.
• Perform other duties and provide operational coverage as assigned.

Skills

Leadership

Print operations

PACE

Web-to-print

Inventory management

Vendor coordination

Training

Problem solving

Communication

Education

Bachelor’s degree

Tools

PACE

Web-to-print platforms

Inventory systems

Job description

The Senior Operations Manager provides functional leadership for key business and production operations within Vanderbilt University Printing Services. The position is responsible for the department’s management information system, web-to-print storefronts, inventory records, physical inventory processes, receiving, promotional product operations, outsourced production, and employee training.

The position must also maintain full proficiency in all small-format production functions. It serves as the primary backup during staff absences and provides hands‑on surge support during periods of elevated demand, staffing shortages, or urgent production needs.

Department Overview

Vanderbilt University Printing Services is the in‑house print service provider for the university community. Since 1960, the department has delivered high‑quality, sustainable print and graphic communication solutions. Services include high-volume digital printing, signage and wide-format printing, bindery and finishing, promotional products, outsourced production, and custom web-to-print solutions.

Printing Services is FSC-certified and committed to environmentally responsible practices, operational excellence, quality, and exceptional customer service.

Duties and Responsibilities

Systems and Digital Workflows

• Serve as the functional owner and primary subject‑matter expert for PACE or any future print management information system.
• Maintain system workflows, operational records, pricing information, inventory data, and user access.
• Provide user support, troubleshoot routine system issues, and coordinate enhancements with vendors and university technology resources.
• Manage web-to-print storefronts, including products, templates, pricing, permissions, approvals, and ordering workflows.
• Develop procedures, job aids, and training materials for applicable systems and digital workflows.

Inventory and Receiving

• Maintain accurate inventory records for paper, substrates, supplies, promotional products, and other materials.
• Coordinate physical inventory counts and reconcile discrepancies between system records and actual quantities.
• Monitor inventory levels and usage to support timely purchasing and reduce shortages, excess inventory, and waste.
• Receive and inspect incoming supplies, promotional products, and outsourced orders.
• Verify quantities, condition, specifications, and documentation and resolve receiving or inventory discrepancies.

Promotional Products and Outsourced Production

• Manage promotional product sales and fulfillment from initial customer consultation through delivery and billing.
• Research products and vendors, obtain estimates, prepare pricing, and coordinate artwork, proofs, approvals, ordering, tracking, receiving, and delivery.
• Coordinate print and production projects that are outsourced to external vendors.
• Monitor vendor performance and resolve product, quality, shipment, communication, or billing issues.
• Ensure promotional and outsourced products align with approved proofs, customer specifications, university requirements, and departmental quality standards.

Production Backup and Surge Support

• Maintain proficiency in all small‑format production functions, including file preparation, digital press operation, finishing, packaging, and quality control.
• Serve as the primary backup for small‑format production during employee absences and periods of high volume.
• Provide surge support for large‑format and specialty production as needed, including apparel pressing, rotary engraving, finishing, packaging, and other production activities for which the employee has been trained.
• Perform routine equipment setup, maintenance, and troubleshooting within assigned production areas.
• Ensure work is completed accurately, safely, and according to customer specifications and departmental standards.

Training and Continuous Improvement

• Coordinate onboarding, system training, process instruction, and cross‑training for employees and student workers.
• Develop and maintain standard operating procedures, checklists, and job aids.
• Provide functional guidance and technical support without serving as the employees’ direct supervisor.
• Establish quality‑control checkpoints and investigate system, inventory, vendor, production, or delivery failures.
• Use operational data to identify improvement opportunities related to quality, efficiency, cost, turnaround time, and customer service.
• Support sustainability through responsible sourcing, inventory control, efficient production, and waste reduction.
• Perform other duties and provide operational coverage as assigned.

Qualifications

Required

• Bachelor’s degree and a minimum of three years of relevant experience in print operations, print‑production systems, promotional products, outsourced production, inventory management, or a related field, or an equivalent combination of education and experience.
• Demonstrated knowledge of small‑format digital print production, including file preparation, press operation, finishing, and quality control.
• Experience with PACE or a comparable print management information system, web‑to‑print platforms, inventory systems, or comparable business applications.
• Experience coordinating customers, vendors, projects, deadlines, and operational handoffs.
• Ability to operate and troubleshoot small‑format printing and finishing equipment.
• Strong organizational, analytical, problem‑solving, and communication skills.
• Ability to develop procedures and train or guide employees without formal supervisory authority.
• Commitment to customer service, quality, accountability, sustainability, and continuous improvement.

Preferred

• Experience managing web‑to‑print storefronts, promotional products, or outsourced print production.
• Experience with receiving, inventory reconciliation, billing, and job‑cost analysis.
• Experience in higher education, an in‑plant printing operation, or a similarly complex service environment.
• Knowledge of FSC certification and sustainable printing practices.

Working Conditions and Physical Requirements

• Ability to work in an active print‑production environment with exposure to operating equipment, production materials, noise, and frequent interruptions.
• Ability to stand for extended periods and move throughout production, inventory, receiving, and customer‑service areas.
• Ability to lift, carry, position, and move paper, supplies, packages, and finished materials consistent with university requirements.
• Ability to provide hands‑on production coverage and respond to changing operational priorities.
• Occasional schedule flexibility may be required to meet urgent production deadlines or provide operational coverage.