Supervisor, Mail Services & Workload Coordinator - Mail & Receiving Services

Washington University in St. Louis; University City (MO); On-site; USD 46,000 - 75,000; Full time

Job summary

Washington University in St. Louis seeks a Manager, General Services to oversee Danforth Mail and Receiving operations across campus locations. You will supervise mail staff, coordinate staffing, and ensure efficient service delivery while supporting strategic planning efforts.

The role requires a high school diploma (associate degree preferred) and experience in mail/shipping operations. You will lead process improvements, manage customer issues, and maintain operational reports and SOPs.

Qualifications

• High school diploma or equivalent high school certification or combination of education and/or experience.

Responsibilities

• Supervise the daily activity of the front-line Staff and Faculty mail staff across Danforth Mail and Receiving operations.
• Coordinate staffing assignments and daily workflow across multiple campus mail centers and receiving operations.
• Adapt to fast-paced changes and unexpected circumstances in daily operations; assist with mail processing, receiving, delivery routes, and related services as needed.
• Identify opportunities for operational improvements; develop and update SOPs; coordinate training; support planning initiatives.
• Serve as escalation point for customer concerns; coordinate communication among customers, staff, vendors, and departments; resolve service issues.

Skills

Customer service

Customer interactions

Written communication

Oral communications

Staff supervision

Mail management

Mail processing equipment

Shipping software

Microsoft Office

Leadership

Communication

Education

High school diploma

Associate degree

Tools

Mail processing equipment

Microsoft Office

Shipping software

Job description

Position Summary

Provides Manager, General Services assistance by helping with the daily operational oversight for Danforth Mail and Receiving operations across multiple campus locations. Responsible for supervising Staff/Faculty mail staff, coordinating workforce assignments, managing daily service delivery, ensuring operational efficiency, and supporting strategic planning initiatives. Oversees workload distribution, employee development, customer service, and process improvement activities for all mail and receiving services.

Location

St. Louis, MO 63130

Scheduled Hours

40

Primary Duties & Responsibilities

• Supervise the daily activity of the front-line Staff and Faculty mail staff across Danforth Mail and Receiving operations. Conduct performance evaluations, coaching, and training, and provide recommendations regarding staffing, disciplinary actions, and workforce planning. Serve as acting department leader in the absence of the Manager, General Services.


• Coordinate staffing assignments and daily workflow across multiple campus mail centers and receiving operations. Balance resources based on operational demand and unexpected workload fluctuations, and ensure continuity of operations during employee absences, peak service periods, and special projects.


• Adapt to fast-paced changes and unexpected circumstances in daily operations, stepping in to assist with mail processing, receiving, delivery routes, international mail, business reply mail, metering and student mail services as needed, with little or no advance notice.


• Identify opportunities for operational improvements and increased efficiency. Develop, maintain, and update Standard Operating Procedures (SOPs); coordinate training initiatives; and support departmental consolidation and strategic planning initiatives.


• Serve as an escalation point for customer concerns related to mail, package delivery, and receiving services. Coordinate communication among customers, staff, vendors, and university departments, and resolve service issues affecting students, faculty, staff, and campus partners.


• Maintain operational records, route information, mailbox assignments, and departmental communications. Prepare operational reports and workforce metrics, and coordinate vehicle licensing, service agreements, and vendor communications.


• Perform other duties as assigned.

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.


• Standing.

Equipment

• Office equipment.


• Ability to travel across campuses.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Education

Required Qualifications

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses

No specific certification/professional license is required for this position.

Work Experience

Mail Service Operations, Shipping, And Receiving (3 Years)

Skills

Not Applicable

Driver's License

A Class E (MO) or Class D (IL) license and a good driving record are required for this position.

More About This Job

• University required Environmental Health and Safety certificate of training specific to department (to be completed on the job) required to ship hazardous materials, infectious substances, biological materials, chemicals and dry ice as applicable.

Preferred Qualifications

Associate degree

Certifications/Professional Licenses

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience

Mail And Postal Services (5 Years)

Skills

Customer Interactions, Customer Service, Effective Written Communication, Employee Communications, Employee Supervision, Mail Management, Mail Processing Equipment, Mail Services, Microsoft Office, Oral Communications, Shipping Software, Staff Training and Leadership

Grade

G09

Salary Range

$45,600.00 - $75,300.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.


• Competitive health insurance packages with priority appointments and lower copays/coinsurance.


• Take advantage of our free Metro transit U-Pass for eligible employees.


• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.


• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.