The Mail Services and Operations Coordinator oversees the daily operations of Mail Services, ensuring the secure, accurate, and timely distribution of mail and packages to students, faculty, and staff. This role combines hands-on operational work, supervisory leadership, customer service, and fiscal oversight.
Essential Duties and Responsibilities
Operational Management & Mail Delivery
- Receive, sort, process, and distribute all incoming mail and packages across campus.
- Process outgoing, inter-campus, bulk, and business reply mail in compliance with USPS regulations.
- Serve as primary courier for campus deliveries and pickups, including trips to and from the Post Office.
- Operate the mail delivery van daily, requiring frequent stops and repeated entry and exit throughout the shift.
- Load, unload, and transport mail bins, packages, and equipment.
- Maintain security and accountability of all mail from receipt through final delivery.
- Operate postage meters, shipping systems (e.g., UPS), and computerized mail tracking systems.
- Maintain delivery schedules and ensure timely service across campus.
Supervision & Leadership
- Train, schedule, and supervise full-time, part-time, and student employees.
- Delegate daily assignments and monitor performance to ensure service standards are met.
- Provide coaching and ensure compliance with USPS regulations and institutional policies.
- Maintain strong working relationships with campus departments.
- Supervise operations in the absence of senior leadership.
Customer Service & Campus Support
- Provide front-facing customer service at mailroom service windows and via phone/email.
- Respond to and resolve mail-related inquiries promptly and professionally.
- Support special delivery requests, bulk mailings, and time-sensitive shipments.
- Maintain a professional, service-oriented approach with all campus stakeholders.
Fiscal & Administrative Responsibilities
- Reconcile postage accounts, cash drawers, and stamp inventory.
- Assist with budget tracking, reporting, and chargeback processes.
- Order supplies and maintain inventory levels.
- Ensure compliance with USPS regulations and institutional financial policies.
Education and/or Experience
- Bachelor’s degree or equivalent experience required.
- Experience in mail services, shipping/receiving, logistics, or related operations preferred.
- Supervisory experience preferred.
- Experience with fiscal reconciliation or cash handling is a plus.
Preferred Qualifications Knowledge, Skills, and Abilities
- Strong knowledge of USPS regulations and mailing procedures.
- Proficiency with mail processing equipment and computerized systems.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities in a fast-paced environment.
- Excellent leadership, communication, and customer service skills.
- Ability to maintain confidentiality and security of mail.
Physical Demands
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk, sit, and use their hands to finger, handle, or feel. The employee is occasionally required to stand and reach with hands and arms. The ability to lift up to 25 pounds frequently and 75-100 pounds occasionally is required. There will be repetitive bending, reaching, sorting, and lifting motions.
Work Environment
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually quiet.
Licenses/Certifications
A valid driver’s license in good standing is required.
Competencies
Posting Detail Information
Special Instructions to Applicants
