Mailroom Manager

St Thomas University; Miami Gardens (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

St. Thomas University in Miami Gardens, FL is seeking a Mail Room Manager to oversee all mail room operations.

Under the Associate VP of Physical Plant, you will train staff, supervise student workers, and ensure high-quality service to students, faculty, staff, and external partners. The role requires managing daily mail processes, coordinating bulk mailings, monitoring postage equipment, and maintaining records.

Qualifications

• High school diploma required; mailroom experience preferred.
• Demonstrated knowledge of mail room procedures and equipment.
• Excellent interpersonal and communication skills.
• Proficient in MS Office; ability to create/modify spreadsheets in Excel.
• Prior supervisory experience is required; ability to motivate staff.
• Strong computational and analytical skills; ability to perform research and analysis.

Responsibilities

• Coordinate mail room activities: delivery, sorting, routing, labeling, distribution to departments.
• Train and provide work directions to student assistants and staff; review performance.
• Maintain postage meter and label machines; monitor postal regulations and equipment maintenance.
• Distribute confidential materials to appropriate recipients.
• Prepare special mailings and coordinate bulk mailings; estimate funds for projects.
• Maintain records of postal expenditures; respond to information requests about regulations.
• Inventory mailroom materials and equipment; place orders and arrange servicing.
• Prepare reports on mailroom operations and postage tracking.
• Assist in preparing annual budget for mail service needs at main campus and off-campus facilities.

Skills

Interpersonal skills

Communication skills

Supervisory experience

Analytical skills

Problem-solving

Education

High school diploma

Tools

MS Office (Word/Excel)

Job description

Job Details

Job Location: MIAMI GARDENS, FL 33054
Position Type: Full Time

POSITION SUMMARY

Under the direction of the Associate Vice President of Physical Plant, the Mail Room Manager oversees all mail room operations of the university. Performs a variety of technical tasks related to the daily mail room, trains assigned student assistants and staff and provides work directions. This position ensures high-quality service to students, faculty, staff, and external partners while overseeing all incoming and outgoing mail processes

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• Coordinate mail room activities, including the delivery of mail; sort, route, and distribute mail to departments, staff, and faculty; package and label products for distribution in accordance with requisition directions; assign and maintain faculty mailboxes.


• Train and provide work directions to assigned student assistants and staff; assign and review work; work with employees to improve work performance; assure compliance with procedures.


• Maintain and monitor the postage meter machine and label machine; monitor and implement postal regulations, fees, and standards; maintain mailroom equipment; monitor and update maintenance records; arrange for service of equipment as needed.


• Distribute a variety of confidential materials, including letters, grants, and personnel reports.


• Prepare special mailings, including express mail and registered mail; coordinate and oversee bulk mailings; estimate funds needed for projects; communicate with other departments concerning bulk mailings and prices.


• Maintains records of postal expenditures according to department; submits totals to the proper departments; responds to requests for information from faculty and staff concerning postal regulations and procedures.


• Inventory and maintain levels of mailroom materials, supplies, and equipment; place orders as needed; arrange for service of equipment as needed.


• Prepare various reports on mailroom operations and activities, including postage and tracking reports.


• Assist in preparing annual budget for projected office supplies and mail service needs of the main campus and off-campus facilities; analyze postage funding account to ensure sufficient funding is available.

SUPERVISION RECEIVED

Incumbent independently performs complex assignments following established standard practices; questions and resolves sub-standard conditions.

SUPERVISION EXERCISED

Supervisory responsibility: train and direct the work of hourly staff, college work-study students, and graduate assistants.

Qualifications

POSITION QUALIFICATIONS/SPECIFICATIONS:

• High school degree required, mailroom experience preferred, demonstrating a thorough knowledge and proven proficiency with office practices and procedures, or an equivalent combination of experience and training required.


• Demonstrated knowledge of mail room procedures, methods, techniques, and equipment.


• Excellent interpersonal and communication skills.


• Above-average knowledge of MS Office (Word/Excel) essential. Ability to create and modify spreadsheets using Excel.


• Ability to initiate, manage, and complete projects.


• Prior supervisory experience required; ability to motivate assigned staff.


• Strong computational and analytical skills required to perform research and analysis.


• Above-average problem-solving skills required.


• Excellent customer service to include professional appearance and demeanor in meeting the public and dealing with people using tact, poise, patience, and courtesy.


• Works regularly with information requiring utmost discretion and integrity.


• Must be a self-starter, able to work under pressure, and meet established deadlines.


• Physical requirements include lifting to 50 pounds.


• Bilingual preferred.