UOEAP Administrative Services

1
UOEAP Administrative Services
2
Who We Are.

• Dave Kujan, Director - ICL 190
• Donna Brosnan, Support Services ICL 101
• Leeanne Figueroa, Travel Desk ICL 222
• Wendy Devlin, Reception Desk ICL 100

3
Services We Provide..

• Reception
• Conference Room Booking
• Telecommunications Coordination
• File Storage Management
• Travel
• Catering
• Event Planning

• Space Planning
• Facilities Management
• Emergency Safety Preparedness
• Supply Management
• Equipment Management
• Key Security Management
• MAIL SERVICES
• And more..

4
Mail Services

• First Class Mail Processing
• Shipping and Receiving (FedEX, DHL UPS)
• Study Center Shipments
• Mail Room Maintenance
• Electronic List Management

5
First Class Mail Processing
6
First Class Mail

• Incoming Mail
• UCSB Drop-off of 1st Class and intra campus
  900 a.m.
• USPS Drop Off Usually by 1100 a.m.
• Opened, Stamped, and Sorted by mid-afternoon
• Checks Sorted and Processed
• Student Checks to Reception to be placed in safe

7
First Class Mail

• Outgoing Mail
• First Class Mail Picked up at 900 a.m. by UCSB
• 1st Class Mail - Off campus bucket
• International Mail Foreign Mail bucket - Form
  Required for First Class International
• UCSB intra-campus mail On-campus Mail bucket
• Inter-Campus Mail
• Use campus mail slots
• Packaged on Fridays _at_ 900 a.m.
• All Personal Mail goes to Reception Desk basket

8
Shipping Receiving
9
Shipping Services

• Mail Services is available to help with
  packaging, on-line training, Price comparing
  troubleshooting
• 24-hour notice is appreciated for larger projects
• Mail Services Hours 730 a.m. - 430 p.m.
• Donna is the primary go to person, but anyone in
  Admin Services can help

10
Federal Express

• For Domestic and International Shipping
• International Priority 1-3 days
• International Economy 3-5 days
• On-line Accounts Manual Waybills
• Use most economical shipping (i.e. standard, 2nd
  day, economy)
• Use Unit Project Codes for all shipments
• Personal use
• Use FedEx bucket in Mailroom
• Pick-up daily at 330 p.m.

11
DHL

• For International Shipping Only
• International Express only 2-3 days
• On-line Accounts Manual Waybills
• Use Unit Project Codes for all shipments
• Use DHL bucket in Mailroom
• Pick-up daily at 330 p.m.

12
United Parcel Service

• For Domestic Shipping Only
• Use Shipping Memo in Mailroom - Memo must be
  approved by Director of Admin Services
• Place package on counter in Mailroom for UCSB
  mail Services
• Pick-up daily at 900 a.m.

13
(No Transcript)
14
Receiving

• FedEx, DHL, UPS drop off daily by 1030 a.m. and
  no later than Noon
• All Services drop off at Reception Desk with
  e-mail notification to recipients for pick-up

15
Study Center Shipments

• Bulk shipments to Study Centers
• Shipped twice weekly on Tuesdays Fridays
• 130 p.m. cut-off time
• Use Green Study Center Shipping Form Located in
  Mailroom
• Use Unit Project Codes

16
Study Center Shipping Form
17
Unit Project Codes
18
Electronic List Maintenance

• Fed Ex and DHL Address List
• F\Public\ContactInfo\Other Contact Files
• Regional Teams update Donna Uploads on Mailroom
  computer
• Contact Lists Updated Monthly
• Cross-Regional and Regional Teams update the
  following lists
• F\Public\ContactInfo\cross reg. and REGIONAL
• F\Public\ContactInfo\ REGIONAL
• F\Public\ContactInfo\UOEAP by Country
• F\Public\ContactInfo\Writeable to Donna
  campus-country-advisor
• Donna creates a PDF and Suzanne Newman uploads to
  Web

19
Mail Room Maintenance

• UOEAP, Campus and Study Center Mail Slots -
  Updated as changes occur
• Study Center and Campus Address Labels
• Mailing Shipping Supplies and Forms
• Fax Machines Maintenance Speed Dials
• Mailroom Computer
• Vendor Liaison (Couriers and Equipment)

20
Thanks for Your Time and Support!