Location: Adrian,MI, USA
Job Title: Supervisor of Custodial & Mail Services
Department: Campus Facilities - Custodial Department
Classification: Full-Time, Exempt
Supervises: Custodial & Mail Services Staff
Reports to: AVP, Campus Facilities/Maintenance Supervisor
Location: Siena Heights University, Adrian, Michigan
About Siena Heights University:
Siena Heights University is a Catholic institution founded by the Adrian Dominican Sisters, and a recognized Hispanic Serving Institution (HSI), located in beautiful Adrian, Michigan. With a student population averaging 1,700 undergraduates and 163 graduate-level students: with approximately 300 employees. The Siena Heights University mission is to assist people to become more competent, purposeful, and ethical through a teaching and learning environment which respects the dignity of all and the team at Siena supports the Catholic and Dominican mission and identity, which are inspired by the life and teachings of St. Catherine of Siena.
Position Overview:
The Supervisor of Custodial and Mail Services is responsible for the planning, assignment, and direct supervision of mailroom and custodial operations. Responsibilities include the assignment and direct supervision of custodial employees in maintaining the cleanliness and sanitation of university buildings, offices, classrooms, laboratories, furnishings and equipment as well as building entrances. This position is also responsible for overseeing and coordinating the day-to-day operations and supervision of the mailroom, mailroom staff and student workers. Mailroom duties include managing shipping /receiving and mailroom management, distribution delivery and pick up service. The Supervisor of Custodial and Mail Services is designated as 'essential personnel' to perform 'on call' duties for emergency situations beyond normal working hours and during inclement weather situations.
Essential Responsibilities:
* Plans, organizes, manages, and evaluates the work of custodial and mail services staff; schedules, assigns duties, and conducts training programs for new personnel; collaborates with other department staff and managers, participates in establishing operational plans and initiatives to meet custodial and mail goals and objectives; develops and implements custodial and mail work plans, work programs, processes, procedures and policies required to optimize custodial and mailroom efficiency and effectiveness; participates in developing and monitoring performance against the annual departmental budget.
* Establishes performance requirements and personal development targets and for evaluation of those requirements and targets; monitors performance, quality control inspections, and provides coaching for performance improvement and development; instituting corrective measures when necessary; and initiate and take disciplinary action when necessary.
* Assists in hiring qualified employees by conducting interviews, attends job fairs for hiring student workers, and making recommendations regarding the employment of applicants.
* Conducts probationary and annual employee performance evaluations.
* Provides leadership and coaches staff to develop and maintain a high performance, customer service-oriented work environment that supports achieving the University's mission, strategic goals and core values; provides leadership and participates in program and activities that promote workplace diversity and a positive employee relations environment.
* Ensures assigned staff understand University policies and procedures regarding expected employee conduct and performance through policy and procedure review, as well as any necessary corrective actions such as verbal and written warnings.
* Develops and implements custodial cleaning standards; maintains and updates custodial policies, procedures and handbooks; develops, delivers and arranges training programs for custodial employees; conducts periodic inspections of sites to evaluate implementation and need for corrective action; ensures timely inspection of the cleaning and care of rooms, restrooms, halls, buildings, fixtures and equipment requiring activities such as sweeping, mopping, scrubbing, polishing, dusting, waxing, buffing, disinfecting and related duties.
* Coordinates, assigns, and supervises set-up, removal, and cleaning for internal and external hosted campus events, sports competitions, homecoming, commencement, etc.
* Coordinates, assists, and assigns substitute, or relief personnel to cover vacant positions due to vacation, illness or other absences.
* Ensures that custodial and mail services meet the needs of the University by coordinating normal and as-needed unique work schedules to compensate for changing priorities, special custodial projects, scheduled events, and staff absences.
* Ensure that direct reports have the equipment and supplies necessary to perform the job by issuing supplies as needed, completing request form(s) for replacement items, and storing the supplies and equipment in a secure storage facility.
* Ensures that the quality of custodial services meets established guidelines by inspecting the work of custodial personnel and directing corrective measures to be taken when necessary to meet those guidelines.
* Instructs custodial technicians in the proper methods and use of materials and equipment for safe and efficient work performance.
* Enforces University rules and policies regarding employee conduct by advising custodial personnel of the University's rules and policies on employee conduct, issuing verbal warnings and written reprimands for violations, and recommending progressive disciplinary action to the immediate supervisor as appropriate.
* Communicates with vendors or others to research, test and evaluate products, equipment and techniques; selects supplies, equipment and other operations materials as it relates to the custodial or mailroom operations.
* Advises the Associate VP of Campus Facilities or maintenance designee on the condition of University buildings and facilities by conducting regular inspections of those areas and reporting the results of the inspections with particular emphasis on needed repairs. Submits work order request for maintenance repairs as necessary.
* Approves work time and time off request of assigned staff. Ensures that administrative records and reports regarding custodial personnel are accurate and current by reviewing employee time clocking/reporting and monitoring employee absences.
* Prepares and maintains a variety of records and reports including schedules, inventories, cost estimates, and hazardous materials records as it relates to custodial or mailroom operations. Performs related clerical tasks as assigned.
* Schedule and monitor mailroom staff and activities, ensuring mailroom security and procedures are being met and that mail handling and distribution is meeting USPS guidelines and the needs of the university; assist part-time mail clerks with receiving activities and other task; facilitate the resolution of issues concerning invoicing, mail delivery and other mailroom related aspects; ensure the cleaning and preventative maintenance of mail machines and equipment is performed; ensure mail clerks are requesting supplies as needed.
* This position is classified as an essential worker who is required to report to work even when the University may be closed for any reason or inclement weather.
* Responds to emergency issues related to custodial or event functions as required.
* Participates in training and professional development as required.
* Performs daily custodial duties as needed in support of the departmental mission.
* Performs other duties as assigned.
Qualifications, Experience, Abilities and Skills Required:
Education/Certification:
* High school diploma or equivalent.
* Valid driver's license.
Professional Experience:
* A minimum of 4 years of experience in custodial services.
* Experience in mailroom services.
* A minimum of 2 years of experience in supervising employees or an equivalent combination of training and experience that could likely provide the desired supervisory knowledge and abilities.
* Experience in using MS Office.
Skills and Abilities:
* Excellent communication skills, both written and verbal; and ability to collaborate with stakeholders, formulate plans of action and execute the plan from start to finish.
* Ability to adapt to changing priorities and environments.
* Integrity, impeccable ethics, initiative, enthusiasm, and the ability to establish trust and credibility.
* Proficiency in MS Office Suite.
* Thorough knowledge of janitorial methods and procedures, materials, chemicals, disinfectants and equipment. Knowledge of university policies and procedures.
* Ability to establish and maintain standards of cleanliness and safety.
* Solid leadership skills including the ability to plan, organize the work of others, assign tasks, train employees in work processes and techniques, inspect and evaluate the activities of subordinate personnel, coach and manage performance.
* Proficiency in estimating quantity of supplies and equipment.
* Comprehensive knowledge and understanding of the importance of University Development activities to maintaining lasting and positive donor relations.
* Passion for the institution's mission, traditions, and long-term success. Consistently demonstrate the mission, vision, and values of the University.
* Demonstrate commitment and ability to:
* Provide quality customer service
* Plan, organize, and remain accountable for actions
* Problem-solving utilizing critical thinking skills
* Function in a confidential manner
* Collaborate with other staff
Physical Demands & Work Environment:
* The scope of the position requires responding to custodial emergencies or other unforeseen situations around-the-clock and may also require exposure to and use of chemical compounds for cleaning which may be hazardous and/or cause injury if specific instructions regarding their mixture, application and use are not properly followed.
* Employees are frequently required to sit, stand or walk; use hands to finger, handle or feel objects, tools, controls, or a keyboard; and reach with hands and arms. The employee is also required to climb or balance; push, pull or lift; bend; stoop, kneel, crouch, stretch or crawl; work in tiring and uncomfortable positions; talk or hear; taste or smell. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, texture perception, and the ability to adjust focus. The employee must regularly lift and/or move up to 50 pounds and frequently lift and/or move up to 70 pounds. Requires a full range of physical motion to operate manual and electrically powered cleaning equipment.
* While performing the duties of this job, the employee occasionally works near moving mechanical parts; in high, precarious places; and in outside weather conditions and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, extreme cold, extreme heat, risk of electrical shock and vibration. The noise level in the work environment is usually mild to moderate. The ability to work in elevated areas and confined spaces is required.
* Scheduling: This is a full-time position. Normal working hours are 7:00 am to 3:30 pm, Monday through Friday; however, must be available to respond to emergency calls, and work occasionally on weekends and evenings when necessary or issues arise. Must also be able to work during or after inclement weather. Employees in this job classification are designated as essential employees and must report to work as scheduled when University offices are closed due to severe weather. May need to cover for staff absenteeism if no other options are available.
* Ability to move about the campus throughout the day and works on a computer with regularity.
Equal Employment Opportunity & ADA Compliance
Siena Heights University provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, gender expression, genetic information, service in the military and all other protected classes in the State of Michigan or as provided by Federal Law. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. To ensure equal employment opportunities to qualified individuals with a disability, Siena Heights University will make reasonable accommodations for the known disability of an otherwise qualified individual, unless undue hardship on the operation of the organization would result.