Rental Administrative Supervisor

Rental Administrative Supervisor
(8208A1 - Administrative Associate 1)
Fleet Services
Parking & Transportation Services
Position Description
University of Minnesota

Background
Fleet Services is a unit within Parking & Transportation Services (PTS). PTS is a self-supporting unit of the University of Minnesota within Auxiliary Services. The department is responsible for the administration, operation and maintenance of reliable and efficient transportation services on the Twin Cities campus including transit, parking, fleet, streets, walkways and way-finding. PTS supports alternatives to the single-occupant vehicle and promotes programs to encourage the University community to walk, bike, carpool, or take the bus. The department handles compliance documentation for all University vehicles or licensed equipment and administers the fuel credit card, vehicle insurance and safety programs.
PTS Mission
Facilitating safe and effective integrated transportation systems that provide services for pedestrians, bicycles, transit and vehicles.
Responsibilities

30% Primary Customer Rental Supervisor
Serve as Primary rental support, including:
* Manage Fleetsrv email & phone line and respond to customer questions/requests/inquiries
* Serve as the Fleet Department supervisor/primary contact for the rental process of University vehicles to internal and external customers on contact websites, email lists, etc.
Open Fleet Services facility each weekday at 6:00 a.m. and prepare the front desk for customer service starting at 6:30 a.m.
Oversee and manages secure storage of fleet vehicle keys and fuel cards
Reset/replace fuel chip keys/credit cards for Fleet department and rental drivers as necessary
Ensure adherence of University policies related to rental customers and University fleet vehicle usage
Answer questions related to Fleet administrative policy, respond to or initiate inquiries, and explain policies and procedures.
Oversee the prompt retrieval of rental vehicle paperwork on a daily basis from designated dropbox facility at Fleet Building
30% Supervise Rental Desk Students
Maintain a sufficient pool of student staff for Fleet Front Desk customer service and vehicle detailing responsibilities
Daily inspections of outgoing rentals for cleanliness, damage and, serviceability
Contact long-term rental customers regarding preventative maintenance or safety recall issues
Interview/Hire Fleet front desk students year-round
Develop appropriate training materials for Fleet Front Desk students
Conduct group/individual trainings each semester and as new students begin working at Fleet
Prepare front desk student schedules for academic periods, nights/weekends and break periods
Approve student shift changes and time-off requests
Manage and approve payroll for all front desk student employees
Assist with customer service responsibilities at front desk during busy periods
Develops and establishes work procedures and standards to improve efficiency and effectiveness of Fleet administration and operation.

20% Maintain, Generate, and Review Fleet Reporting
Support external and internal reporting by issuing requests for data, tracking and ensuring fulfillment of those requests, and compiling, organizing and ensuring data is complete
Utilize, with proficiency, University and Fleet Management Software
* Proficiently utilize existing and new fleet management software, including FASTER, Fleet Commander and Excel spreadsheets
* Proficiently utilize other University software applications including iSeries, Crystal reports, others as necessary
* Conduct analysis and make recommendations to assist Lease and Rental Manager in managing the rental fleet composition in order to support customer demand while staying within budget
Key Fleet Metrics
Schedule holidays in Fleet Commander
Ensure missing departmental information is added in Fleet Commander
Check new user profiles with email reports, verify user eligibility and review assigned permissions in Fleet Commander
Review daily fleet reservation report and verify all information and requests have been fulfilled as required
Resolve issues and problems independently, as appropriate. Identify areas of improvement and make recommendations. Investigate and develop responses to complicated, complex and/or sensitive inquiries, requests and issues
Review status of vehicle detailing logs to ensure that fleet vehicles are being detailed on a regular basis and rotation is being conducted
Review Fleet Commander reservations for each previous day
Review/report on Fleet Commander user accounts created in previous two day periods
Run reports and review Fleet information for billing support
* Review rental rates with other Fleet management and staff and make adjustments to systems to accommodate billing changes
* Review seasonality of rental usage to adjust for vehicle procurement and work with other Fleet staff, including management, to adjust for demand as necessary

10% Assist with Fleet Facility Management
Manage/oversee and maintain Fleet parking lot space availability and customer parking practices and policies
Work with designated building maintenance and access managers to ensure appropriate student work door access for weekday and weekend customer service shift workers
Ensure that Fleet facilities are opened/closed as intended and that facility, including the car wash, is secure during non-open hours year-round

10% Administrative Support
Backup other administrative functions in Fleet office, including Lease and/or Finance as needed
Contribute to Fleet Beat (newsletter) articles and information as appropriate and distribute announcements
Coordinate and organize materials for department functions such as staff meetings, staff training sessions and other events as requested by Fleet Services/PTS management
Attend meetings, training, conference sessions, and/or seminars to stay current with emerging practices and continuous improvement.

Work Environment
The position requires work to be performed primarily in an office setting.

Classification #: 8208A1- Administrative Associate 1,
Salary Range: $47,000 - $51,000
Status: Nonexempt
Last Revision: 1/2025

Minimum Qualifications
BA/BS or a combination of related education and work experience to equal four years
Computer experience required.

Preferred Qualifications
Familiarity with Fleet and/or Rental Operations, including fleet management software
Knowledge of Minnesota license and registration requirements
Knowledge of /proficiency in MS Excel or a similar program
Knowledge of/ proficiency in IBM iSeries, Crystal Reports or similar programs

Pay Range: $22.60-$24.52 depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).