Mailroom Manager

St Thomas University Inc; Norland (FL); On-site; USD 40,000 - 58,000; Full time

Job summary

St Thomas University invites applications for a Mail Room Manager who will oversee all mail room operations, train student assistants and staff, and ensure high-quality service to students, faculty, staff, and external partners. The role covers routing, labeling, bulk mailings, and budget preparation for main campus and off-campus facilities.

Ideal candidates have a high school diploma, mailroom experience, and strong MS Office skills.

Qualifications

• High school diploma or equivalent required; mailroom experience preferred.
• Demonstrated knowledge of mail room procedures, methods, techniques, and equipment.

Responsibilities

• Coordinate mail room activities including delivery, sorting, routing, and distribution.
• Train and direct hourly staff, students, and graduate assistants; review performance.
• Maintain postage and label machines; stay compliant with postal regulations.

Skills

Interpersonal communication

Supervisory experience

Budgeting

Project management

Discretion & integrity

Education

High school diploma

Mailroom experience

Tools

MS Office

Excel

Job description

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 processesCHARACTERISTIC 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.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.