Assistant Manager

Department:

Central Stores

Effective Date:

March, 2014

Grade:

USG 12

37.5 hr/wk

Reports to:

Manager of Central Stores

General Accountability

The Assistant Manager of Central Stores is responsible to oversee the university related on-campus and off-campus delivery systems including mail service, shipping, receiving (using state of the art shipping, receiving and tracking technology), moving, storage, surplus, warehouse product disbursements (Stores Requisitions), waste management (paper products), confidential shredding, e-waste material handling/recycling, specific courier delivery routes, Centralized Digital Imaging Process and Gas Cylinder Management. Central Stores staff reporting directly to the Assistant Manager include the: Supervisor, Bulk Mailing Specialist Assistant, UW Shipper, Service Surplus Coordinator, Receiving Coordinator, the Receiving Process Coordinator, the Digital Imaging Specialist and the Gas Cylinder Management Coordinator. The Assistant Manager reports directly to the Manager of Central Stores.

Nature and Scope

The Assistant Manager provides direction to approximately 23 full-time, 5 contract and 4 to 5 seasonal student staff with an annual budget of $2,000,000. Central Stores provides approximately 3,500 deliveries per day to over 70 buildings. It conducts the receiving function for approximately 6,100 pieces (Purchase orders, System Contracts, Unordered Receipts and UW internal pickups/deliveries) per day, processes 180 shipping orders per day and receives 6,000 pieces of mail per day. Outgoing mail processing on average equals 303,700, plus 1,500,000 pieces of Addressed Admail per year. Services provided through 12 routes/10 drivers, arranges approximately 7 moves per day, sets up for special events such as convocation, exams, conferences and delivers hundreds of larger freight items daily (two 5-ton trucks/4 drivers), operates the Tri-University Library Delivery system (1 route/1 driver), operates the Marketing/Strategic Communication courier delivery/pickup service (1 route/1 driver), handles additional off- campus delivery service to the School of Architecture (Cambridge), Centre for Extended Learning (Kitchener), the Health Sciences Campus [School of Pharmacy and Michael G. DeGroote School of Medicine] (Kitchener) and the Stratford Campus (Stratford). Central Stores (Digital Imaging Specialist) also administers the Centralized Digital Imaging program, which provides secure and compliant imaging of paper documents into catalogued digital files for UW departments (1.5 staff). In addition, Central Stores (Gas Cylinder Management Coordinator) administers and provides safe transportation of dangerous gas cylinders directly to labs on campus, using a specialized delivery vehicle, while also conducting and managing order and inventory processes (1 coordinator, numerous certified delivery personnel). Central Stores is also responsible for surplus sales ($125,000 per year), warehouses temporary storage items (2 warehouses), provides inventory and disbursement of standard items (envelopes, forms, paper towels, garbage bags, etc), manages paper portion of the recycling program (10 tons every 6-8 days), with incorporation of confidential shredding processes that include an industrial sized shredder and computerized data records. Manages the operations of a high volume e-waste recycling process, and implements other sustainability initiatives.

Statistical Data

Specific Accountabilities

1. Provide effective and efficient service to the campus.

Mail pickup and delivery
Small freight pickup and delivery
Large freight pickup and delivery
Bulk mailing services
UofW Receiving (non food)
UofW Shipping (all products including Dangerous Goods and Perishables).
Exam and conference setup and tear downs (all products and requirements).
Convocation setup and tear down (floor covering/furniture/ceremony products).
Establishes contractual agreements with courier, LTL transport companies for both inbound and outbound receiving and shipping services.
Establishes contractual agreements with machinery mover companies for oversized high dollar equipment and machinery moves. Acts as project manager.
Oversees and manages the Inter-University Transit System (IUTS), which involves special courier processing and the cataloguing of the university’s library books and audio visual material, in preparation for loan to other educational institutions.
Manage the university wide tow motor and product lift apparatus government approved training program.
Develops contracts and oversees the paper recycling and the white box program across campus.
Oversees the confidential shredding program which includes labelling, boxing, pickup, barcode number recording, processing and destruction.
Manages, oversees and establishes contractual agreements with E-waste recyclers to provide processing strategies which meet or exceed Government policies and University of Waterloo expectations.
Manage the Waste Management data collection records, while providing web based files to report the University’s Green recycling initiatives.
Provides safe and secure delivery/pickup processes for over 2000 gas cylinders campus wide.
Delivers campus wide digital imaging services using On-Base technologies and under applicable government regulations

2. Establish logistics

Including:

Mail pickup and delivery routes (perform and delegate)
Freight pickup and delivery strategies (perform and delegate)
Create special service strategies for unique university requirements (perform and delegate)
Gas cylinder management processes including order, delivery, pickup and inventory (delegate and oversee)
Digital Imaging procedures including observing UW policy and regulatory requirements (delegate and oversee)

3. Maintain effective employee relations and a safe work environment.

Schedule personnel to perform required duties (i.e. mail-runs, specialty couriers, receivers, shippers, mail service specialists, bulk mailing assistants, surplus handling and warehouse management).

Ensure proper maintenance of vehicles and equipment.

Manage staff vacation allotments.

Hire all staff including summer and/or temporary help.

Handle disciplinary issues.

Complete staff performance reviews and evaluations.

Ensure proper staff certification for required tasks or duties

4. Authorize and oversee the purchase of necessary supplies and equipment.

Have departmental signing authority for purchases and is involved in RFP’s for large purchases (example Receiving systems, Web-based Shipping system, scanners, vehicles, equipment, etc) which include, establishing committees and acting as project manager, representing the department and the Central Stores manager.

5. Must be knowledgeable of and operate in conformity with all applicable codes and statues including the Occupational Health and Safety Act, the Highway Traffic Act, and the Transportation of Dangerous Goods Act.

6. Work cooperatively with others in the university community to ensure efficient operations through committees, negotiations, strategy sessions and coordination.

7. Provide new and innovative services to meet the University community’s requirements through.

Constant awareness of processes and streamlining are required to maintain efficiencies in the universities ever changing environment. Huge growth in departments, buildings and services require strategies that use state of the art electronic processes and aids, as well as well planned logistics to achieve goals. Receiving tracking systems, Web-based Shipping systems, IUTS specialty courier processes, paper recycling and e-waste processing, Digital Imaging and Gas Cylinder management are examples of implemented strategies.
Attending conferences that analyze trends and make recommendations (i.e. Canada wide university and college mail manager’s conference, Print Canada conference).
Membership in organizations like CCUMMA (Canadian College and University Mail Manager Association) and Stewardship Ontario (recycling legislation).
Overall strategic input in all aspects of the operation of Central Stores

8. Work with the manager to provide effective control of Central Stores services through the monitoring the departmental budget and directing resources.

9. Participate in the development of information systems for the effective management of Central Stores, which include shipping, receiving, delivery, pickup and processing system reports for statistical analysis by the manager and assistant manager of Central Stores. The development and implementation of these systems provide real data to better understand current operations and to plan for the future.

10. Special projects including:

Tri university library delivery system
Marketing/Strategic Communication courier
AV/Lib book and audio visual product service
Convocations
Exams
Conferences
Surplus sales
Inter-University Transit System (IUTS)
Tow motor and product lift apparatus training program
Paper recycling programs with reporting
E-waste recycling programs with reporting
Confidential shredding project with electronic data collection
Other Green initiatives, including on campus traffic diversion
Centralized Digital Imaging services
Gas cylinder delivery/pickup services