Mailroom Clerk

Western University of Health Sciences; Pomona (CA); On-site; USD 28,000 - 30,000; Full time

Job summary

Western University of Health Sciences is seeking a Mailroom Clerk to support mail preparation, sorting, and distribution across the Pomona campus. The role requires driving locally with a university electric cart and a gas pickup truck for off-campus deliveries, and maintaining a valid California driver’s license and MVR in line with WesternU policy.

The position focuses on accurate data entry, timely handling of mail, and collaboration with Procurement Services to ensure proper processing of

Qualifications

• High School Diploma or GED equivalent required.
• 1 year clerical office or logistical receiving experience preferred.
• Must have a valid California Driver’s License and maintain MVR as per WesternU policy.
• May be required to report to work during Winter Break period.
• 2–3 years clerical/office experience preferred.

Responsibilities

• Provides support by picking up outgoing university mail and delivering to USPS and other departments.
• Sorts and distributes mail and interdepartmental correspondence across the university.
• Records and delivers all incoming shipments and prepares outgoing shipments with carriers.
• Delivers on-campus using electric cart and off-campus with university trucks; maintains MVR requirements.
• Files proof of delivery in Airtable and Banner to ensure vendor invoices are ready for AP.
• Troubleshoots carrier or vendor issues via phone calls and coordination.
• Performs other duties as assigned by Procurement Services leadership.

Skills

Warehouse operations

Customer service

Data entry

Office software

Education

High School Diploma or GED

Job description

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.

At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.

Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.

Position Title

Position Control Number

Position Control Number 999954

Type of Position

Type of Position Staff

Position Status

Position Status Full-time

Campus

Campus Western University Campus-Pomona, CA

Position Location

Position Location California

Department

Department 5301-Purchasing

Job Summary

Under the general direction of the Manager of University Logistics and the Material Coordination Lead, the Mailroom Clerk is to provide support by assisting the areas of mail preparation, sorting and distribution.

The Mailroom Clerk must also supply requisitioning, reprographic operations, shipping and receiving, troubleshooting duties, preparing outgoing packages and performing other duties as assigned. The Mailroom Clerk must have a valid California Driver’s License and maintain Motor Vehicle Report ( MVR ) that satisfies the requirements of the WesternU Vehicle Use Policy.

The Mailroom Clerk frequently delivers to on-campus locations at least four times per day using a University owned electric cart and occasionally delivers to off-campus locations at least once a day with a University owned gas pickup truck to process mail and packages throughout the workday.

The Mailroom Clerk also provides operational support to other areas within Procurement Services as assigned by the Director and Associate Director of Procurement Services.

Knowledge, Skills and Abilities

Knowledge of:

• Working in a warehouse environment and demonstrating skill in operating mailing, duplicating machines, hand trucks, and any other machines, equipment, programs to fulfill the responsibilities of the Mailroom Clerk.
• Demonstrating care and sensitivity when entering WesternU office buildings and suites, research labs, clinical spaces and student classrooms when accessing, delivering, managing or handling University property and supplies. Customer service is of high importance.

Skills:

• Business Clerical: Effective computer skills to set up documents and files in Word, Excel, Outlook formats. Familiarity with Teams, PowerPoint and Access is helpful.
• Written & Verbal Communication: Communicating effectively, both verbally and in writing, to effectively convey information with administration, faculty, staff, vendors and the community.
• Time Management: Managing and prioritizing work responsibilities during the workday.
• Maintain and care for the equipment, facilities, vehicles and materials needed to do the work.

Ability to:

• Demonstrate a commitment to working in an organization that values and promotes humanism.
• Maintain accuracy with data entry and being organized in the work to be performed.
• Ability to identify and resolve problems in a timely manner:
• Use process to gather and analyze information with cooperation from WesternU staff.
• Collaborate with Procurement Services staff for guidance.
• Developing, recommending and executing effective solutions under the direction of the Manager of University Logistics and the Material Coordination Lead.
• Handle detail-oriented assignments under the direction of the Director and Associate Director of Procurement Services.

Required Qualifications

Education:

• A High School Diploma or GED equivalent is required for the position.

Experience or Training:

• A minimum of 1 year of clerical office or logistical receiving experience.
• Any combination of education, training or experience that provides the required knowledge, skills, and abilities to perform the duties of this job satisfactorily.

Special Requirements, Licenses, and Certifications:

• Must have a valid Driver’s License and must maintain a Motor Vehicle Report ( MVR ) that satisfies the requirements of the WesternU Vehicle Use Policy.
• This position may be required to report to work during the University’s annual Winter Break Period (late December – early January).

Preferred Qualifications

• 2 to 3 years of Clerical/Office experience is preferred.
• Customer Service experience is highly desired.

Key Responsibilities

• Provides support by picking up outgoing University mail and delivering to the U.S. Postal Services, and processing/recording cost of usage for each department
• Supports University by sorting and distributing U.S. Postal Services mail and interdepartmental mail throughout University.
• Provides support to Shipping and Receiving, on an as needed basis, by recording and delivering all incoming ground, and overnight shipments, and preparing outgoing shipments. Must have a valid California License and maintain Motor Vehicle Report ( MVR ) that satisfies requirements of the WesternU Vehicle Use Policy.
• Frequently delivers to on-campus locations using a University owned electric cart at least four times per day and occasionally deliver to off-campus locations at least once per day with a University owned gas pickup truck to process mail and packages throughout the workday.
• File proof of delivery documents into Airtable system and into Banner system to ensure vendor invoice is ready for processing by Accounts Payable.
• Troubleshooting Duties: Making Phone Calls to Common Carriers, Internal Customers and Vendors.
• Preparing Outgoing Packages for Pick-up by Common Carriers ( UPS , FedEx, etc)
• Other duties as assigned by the Director and Associate Director of Procurement Services.

Work Schedule

• Monday through Friday; 8:00 AM – 5:00 PM.
• Weekends and holidays as required.

We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable.

We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Additionally,

Benefits

• Our faculty, staff, and administrators are 100% focused on student success.
• Our University culture creates the context for a nurturing and supportive environment.
• Faculty, staff, and students can expect to make deep, personal relationships within the University community.
• As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.
• WesternU’s core value of humanism encourages all to bring their whole self in all that they do.
• We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!

Expected Pay Scale

Minimum

Minimum $20.00 Hourly

Maximum

Maximum $22.75 Hourly

Physical Demands

Physical Demands

Do the essential functions of this job require lifting?

Do the essential functions of this job require lifting? Yes

If yes, list maximum weight and duration

The physical demands described are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be available to perform the essential functions.

While performing the duties of this job, the employee is frequently required to use hands, reach with hands and arms to load/unload items, and to sit and operate a motor vehicle. The employee is also required to stand and walk on a frequent basis. The employee must be able to grasp, lift or move goods frequently. They may perform occasional lifting over 50 lbs. that will be shared amongst two or more people using available equipment.

Describe Work Environment

Specific vision abilities required by this job include close, distance, color, and peripheral vision, depth perception, and ability to focus. Adequate vision is required to allow for the safe operation of a motor vehicle. Must have a valid driver’s license and maintain Motor Vehicle Report ( MVR ) that satisfies the requirements of the WesternU Vehicle Use Policy. Requires operation of an electric cart and gas pickup truck to perform duties and responsibilities of the position. Duties are normally performed in both indoor and outdoor settings. The noise level is moderate.

Conditions of Employment - Background Check

To secure employment, successful fulfillment of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information. Non-completion of the background check to satisfaction may impact the ongoing employment of a current Western University of Health Sciences employee who received a conditional offer for the position.

Pay Transparency Act

Pay Transparency Act- Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. This range considers various factors in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The Expected Pay Scale is defined as the budgeted salary or hourly range that the University reasonably expects to pay for this position. Placement within the Expected Pay Scale is determined by internal equity and relevant qualifications.

Equal Opportunity Statement (EEO)

It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws.This policy applies to all employment practices within WesternU including without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time.

Required Documents

• Resume

Optional Documents

• Cover Letter
• Letter of Recommendation #1
• Letter of Recommendation #2
• Letter of Recommendation #3
• Additional Applicant Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity? Please provide the name of the website, individual, or organization.

  (Open Ended Question)

• * Are you a current employee at Western University of Health Sciences?
  • Yes
  • No

309 E. Second St.
Pomona, CA 91766-1854
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