Position Description

Operations Administrator
Location Washington, DC
Department Operations/ Office Services
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SUMMARY

This position is responsible for overseeing or directly participating in the production of all print/production projects using MBA’s available equipment and copiers.  Also provides operational support to the Assistant Director of Operations and Facilities, and works directly with MBA staff on prioritizing production, mailing and fulfillment projects. Serves as the lead operator on all machinery used in the Office Services department, as needed.  Ensures that all Office Services jobs are scheduled and delivered; all satellite copiers and fax machines are fully stocked and in good working order; and that mail is sorted and delivered, as expected.    

 

PRIMARY RESPONSIBILIITES:

  • Reviews  incoming  production  materials  to  determine  the  most  efficient  method  of reproduction.      Works with the Sr. Operations Technician to schedule and prioritize production based upon submitted requests and allocated resources.  Handles multiple tasks in a fast paced environment.  Monitors and updates the online Office Services job request form in a timely manner.  Works with clients to prioritize and pre-schedule job requests.   Oversees and/or independently carries out the operation of the Xerox Production copiers in order to meet production deadlines.     Accountable for the production and assembly of manuals, notebooks and other materials for in-house and offsite conferences, seminars and meetings.
  • Identifies and maintains a list of outside print vendor resources when it is determined that a job must be printed offsite.  Works with MBA’s Purchasing Manager to ensure appropriate resources are available to complete production assignments.
  • Maintains   equipment   and   performs   minor   repairs.      Managers   the   tracking   of maintenance, inventory and utilization data for record keeping purposes.
  • Serves as backup Key Operator for all satellite copiers.  Provides oversight to ensure that all copiers are properly maintained and operational ensuring daily copier checks or as needed.    Coordinates outside service calls, as needed.  Able to provide training on the functions and use of all satellite copiers to staff, as needed. Provides timely training and setup for new staff members.
  • Serves as backup for courier and freight shipments to offsite meetings and conferences including communicating with staff, setting up shipments, tracking and creating detailed shipping manifests. Responsible for communicating in a timely fashion with appropriate staff and keeping staff appraised of shipment status.
  • Operates  the  thermal  binding  machine,  GBC  punch  and  coiler,  postage  machine, computer, folding machine and any other Office Services equipment as necessary.  Able to complete routine maintenance and repairs, as needed. 
  • Oversight/backup responsibility for the collection, sorting, distribution and posting of all incoming mail.   Includes responsibility for the maintenance of active budget code accounts within the postage system to ensure accurate monthly charge back reports and related financial reports.   Ensures set-up and training for new and current employees on UPS CampusShip shipping portal.
  • Assists with furniture moves, office relocation projects, and conference room setups.
  • Coordinates with the MBA receptionist on in house staff meetings and types of set-ups that are necessary.
  • Provides  backup  support  in  the  processing  of  all  Office  Services  vendor  invoices. 
  • Responsible for the timely preparation and accuracy of monthly postage reports and monthly production charge backs/activity report. Serves as backup to the receptionist, when needed.
  • Primarily responsible for maintaining the cleanliness of the mail room and copy centers, keeping the areas clean and free of clutter to enable personnel to operate safely and efficiently.
  • May  be  required  to  travel  to  and  provide  onsite  support  at  three  to  four  MBA conferences.   Manages inbound/outbound freight and providing customer service/support to internal staff, external vendors and conference attendees.
  • Demonstrates  a  mature,  professional  manner  and  level  of  customer  service  when dealing with all MBA staff, external clients, vendor representatives and technical consultants.
  • This position description should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job. Incumbents are required to perform other functions, as assigned.

 

SPECIFICATIONS

High school diploma required.  Advanced Xerox training a plus. Eight or more years’ experience in a mail/print environment, including the operation of production copiers and Fiery Job Master software.  Must exhibit excellent oral and written communication skills; hands-on knowledge of copiers and GBC binding equipment, mailing equipment and assorted machinery.  Excellent customer service orientation, organization, and the ability to be creative in adding value to the organization.  Must be able to work independently.  Intermediate working knowledge of the Microsoft  Office  suite  including  Word,  Outlook  and  Excel  is  required.    Physical  ability  to manually lift 65 pounds required.

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

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