The Mail Clerk will perform various duties related to the processing and distribution of daily mail at Vanderbilt University. This role is integral to ensuring quick and accurate delivery of incoming and outgoing mail and packages, supporting the Vanderbilt community.
About Vanderbilt University Mail Services:
Vanderbilt University Mail Services provides an efficient and economical mail system that ensures quick and accurate delivery of both incoming and outgoing mail and packages. We are a vital link between the campus and the rest of the world. Whether delivering a care package from parents to a new student or processing the mailing of brochures that will send a department’s message across the country, we are committed to providing the highest level of care and service.
About Vanderbilt University:
Vanderbilt is a renowned private institution founded in 1873, located just over a mile from downtown Nashville, TN. The university’s students, faculty, staff, and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where diversity is sought and celebrated. Employees take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for “happiest students” and highly ranked for “best quality of life,” “great financial aid,” “best-run colleges,” “beautiful campus,” and “great campus/city relations.”
Duties and Responsibilities:
Mail Sorting and Distribution:
- Receive, sort, and distribute incoming mail and packages to various departments, faculty, students, and staff.
- Ensure mail is sorted by recipient’s name, department, or other specified criteria by 9 am daily.
- Handle special deliveries, including registered, certified, and express mail.
- Determine the proper disposition of undeliverable mail within the same day of receipt and process accordingly.
Mail Dispatch:
- Collect outgoing mail from various departments and prepare it for dispatch.
- Weigh and apply appropriate postage to outgoing mail and packages.
- Coordinate with external postal and courier services for timely dispatch.
Record Keeping:
- Maintain accurate records of incoming and outgoing mail, including tracking numbers, sender and recipient details, and delivery dates.
- Handle mail-related inquiries and resolve issues related to lost or misdirected mail.
Package Handling:
- Receive and log packages delivered to the university.
- Notify recipients of package arrivals and coordinate pick-up or delivery if needed.
- Ensure safe storage of packages until they are picked up by recipients.
Interaction with Mail Partners:
- Coordinate with mail partners like Amazon, FedEx, UPS, and other courier services to ensure timely and accurate delivery and dispatch of mail and packages.
- Address and resolve any issues related to the services provided by these partners.
Equipment Maintenance:
- Operate and maintain mailroom equipment, including postage meters, sorting machines, and labeling machines.
- Report any equipment malfunctions and coordinate repairs or replacements as needed.
Customer Service:
- Assist students, faculty, and staff with mail-related inquiries and provide excellent customer service.
- Offer guidance on mail and package sending procedures, including postage rates and packaging recommendations.
General Duties:
- Ensure the mailroom is kept clean, organized, and free from hazards.
- Adhere to university policies and procedures related to mail handling and distribution.
Stay updated with postal regulations and changes that might affect university mail operations.
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Experience and Education:
- High school diploma or GED is required.
- 24 months of experience working in a postal environment is preferred.
- Valid TN driver’s license and a clean motor vehicle record (MVR). The motor vehicle check will evaluate the applicant’s driving history over a specified period as per Vanderbilt policy.
- Ability to compute postage charges, shipping rates, and charges for other mailroom services.
- Intermediate computer skills, strong organizational skills, and strong customer service skills required.
- Physical ability to lift and carry packages weighing up to 50 lbs.
Ability to work independently and as part of a team.
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Working Conditions:
- The mailroom environment may require standing for extended periods, frequent walking, and lifting heavy packages.
The role involves routine interaction with various university community members, requiring a professional and courteous demeanor.
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Key Characteristics of a Successful Team Member in this Unit:
- Is Nice – Asks questions and is a good listener. Smiles and is grateful. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical.
- Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo, and will need the help of others to do their job well, and that by helping others first, they will likely reciprocate.
- Work through Issues – It isn’t about the people, it’s about the outcome. If things aren’t going well, outcomes suffer. Be willing to have crucial conversations if things aren’t going well. Doesn’t just complain to management . . . does everything possible to remedy the situation directly first.
- Teamwork – Values teamwork and co-workers; make them feel valuable and important by acknowledging what they do. Doesn’t expect from others effort that one is unwilling to do themselves. Find ways to complement other’s strong suits.
- Reliable – Does what they say they will do when they say they will do it. Shows up for work when expected. Doesn’t push the burden of work volume or deadlines to others.
- Acceptance of Feedback – Ability to take constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
- Adaptability – Ability to read cues and adapt accordingly. Ability to adjust style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
- Creative Thinking – Ability to go beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting a manager’s direct instructions
- Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Maturity - - Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct
- Respect – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment.
Responds Promptly - - When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
- Shares – Shares information. Communicates. Transmits knowledge . . . knowledge isn’t power – sharing knowledge is. Asks for advice.
Resilience - - Is resilient in the face of daunting challenges and setbacks; bounces back readily.
- Work through Issues – It isn’t about the people, it’s about the outcome. If things aren’t going well, outcomes suffer. Be willing to have crucial conversations if things aren’t going well. Doesn’t just complain to management . . . does everything possible to remedy the situation directly first.
- Teamwork – Values teamwork and co-workers; make them feel valuable and important by acknowledging what they do. Doesn’t expect from others effort that one is unwilling to do themselves. Find ways to complement other’s strong suits.
- Praises Publicly; Criticizes Privately. When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
Assumes the Best - - Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don’t know what someone does, it doesn’t mean they’re not doing anything.
- Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
- Believes– Believes in the work being done and the organization.
- Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.
- Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn’t push the burden of work volume or deadlines to others.
- Honest and Transparent – Doesn’t have hidden agendas. Doesn’t play people against each other. Is authentic and forthright.
- Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track.
- Detail-Oriented – Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
- Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive). Be persistent. Can juggle multiple competing priorities simultaneously.
Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise.
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General Characteristics of a Successful Vanderbilt University Staff Member :
- Acceptance of Feedback – Ability to take constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
- Adaptability – Ability to read cues and adapt accordingly. Ability to adjust style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
- Creative Thinking – Ability to go beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting a manager’s direct instructions
- Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Maturity - - Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct
- Respect – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment.
Responds Promptly - - When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
- Shares – Shares information. Communicates. Transmits knowledge . . . knowledge isn’t power – sharing knowledge is. Asks for advice.
Resilience - - Is resilient in the face of daunting challenges and setbacks; bounces back readily.
- Work through Issues – It isn’t about the people, it’s about the outcome. If things aren’t going well, outcomes suffer. Be willing to have crucial conversations if things aren’t going well. Doesn’t just complain to management . . . does everything possible to remedy the situation directly first.
- Teamwork – Values teamwork and co-workers; make them feel valuable and important by acknowledging what they do. Doesn’t expect from others effort that one is unwilling to do themselves. Find ways to complement other’s strong suits.
- Praises Publicly; Criticizes Privately. When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
Assumes the Best - - Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don’t know what someone does, it doesn’t mean they’re not doing anything.
- Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
- Believes– Believes in the work being done and the organization.
- Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.
- Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn’t push the burden of work volume or deadlines to others.
- Honest and Transparent – Doesn’t have hidden agendas. Doesn’t play people against each other. Is authentic and forthright.
- Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track.
- Detail-Oriented – Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
- Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive). Be persistent. Can juggle multiple competing priorities simultaneously.
- Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise.
