Mail Room Manager Jobs (NOW HIRING)

FLSA STATUS: Full-Time, Non-Exempt

HOURS WORKED: Monday - Friday, daytime hours; limited, occasional evenings as needed.

The Mail Room Manager is responsible for the day-to-day operation of Crown College's mail room, serving students, faculty, and staff. This includes receiving, securing, sorting, and distributing all incoming mail and packages; coordinating with the local U.S. Post Office, UPS, and FedEx; maintaining the student post office box system; processing outgoing mail; managing a small cash drawer; and notifying recipients when deliveries arrive. As mail room services transition in-house from Sodexo, the Mail Room Manager will help design, build, and continually improve the operation-and then live in it day-to-day-while engaging students in the relational, discipleship-minded culture of Christian higher education.

SUPERVISION RECEIVED:

The Mail Room Manager reports to the Executive Director of Operations.

SUPERVISORY FUNCTIONS:

The Mail Room Manager may supervise up to one student worker.

EQUIPMENT/JOB LOCATION:

Works from the campus mail room at Crown College. Equipment used includes, but is not limited to, a personal computer and required software programs, package-tracking and point-of-sale systems, postage and shipping equipment, package scanners, a cash drawer, hand trucks or carts, a printer, a copier, and other equipment as required by the position.

Mail & Package Operations (40% of the job)
Liaise with the local U.S. Post Office, UPS, and FedEx to ensure all incoming packages are received, tracked, and properly secured
Receive, log, and securely store all incoming mail and packages for students, faculty, and staff
Sort incoming mail and deliver it to staff and faculty offices across campus
Pick up outgoing mail from campus offices and prepare it for processing
Drop off outgoing mail at the local post office as needed
Notify students, faculty, and staff by email when packages and deliveries arrive for pickup
Release packages only to the correct recipient and manage returns, forwarding, and undeliverable items

Student Post Office Box System (20% of the job)
Maintain and manage the student post office box system, including box assignments, keys, and combinations
Assign, reassign, and close out PO boxes each semester as students arrive and depart
Keep accurate records linking students to their boxes and ensure the system stays current
File mail promptly and keep the PO box area orderly so students can reliably retrieve their mail

Service Hours & Student Worker Coordination (15% of the job)
Maintain consistent, posted mail room hours so students can dependably pick up mail and packages
Coordinate scheduling between self and up to one student worker to extend coverage and pickup hours
Hire (in coordination with the Executive Director of Operations), train, schedule, and oversee the mail room student worker
Provide a warm, service-oriented experience for every student and employee at the window

Cash Handling & Vendor Relations (10% of the job)
Manage a small cash drawer for postage and mail drop-offs at the local post office
Reconcile the cash drawer and maintain accurate records of mail-related expenditures in line with College financial policies
Manage accounts and relationships with USPS, UPS, FedEx, and other shipping and postage vendors
Monitor postage and shipping supplies and reorder as needed within budget

System Build-Out & Transition (10% of the job)
Lead the in-house transition of mail room services from Sodexo, helping design and stand up the new operation
Build practical workflows, signage, and procedures for receiving, logging, notifying, and distribution-and refine them through daily use
Identify and recommend tools or process improvements that make the mail room more efficient and student-friendly
Document standard operating procedures so the system is sustainable and repeatable over time

General Administrative (5% of the job)
Respond to unknowns and urgent items that need an immediate response
Engage students and the student worker in discipleship and mentorship consistent with Crown's mission
Other duties as assigned by the Executive Director of Operations

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Strong organizational skills and attention to detail, with the ability to track and secure a high volume of mail and packages
A friendly, service-oriented attitude and a genuine love for working with and serving college students
A self-driven, resourceful go-getter who can build and run a new operation with limited day-to-day oversight
Willingness to be creative, build the system, and live in it
Heart for Christian higher education and a desire to engage in discipleship and mentorship with students
Ability to handle confidential information and follow privacy and mail-handling standards
Basic proficiency with computers, email, and Microsoft Office, and comfort learning package-tracking and point-of-sale systems
Reliable cash-handling and basic recordkeeping skills
Well-developed communication skills, both written and oral

PHYSICAL DEMANDS:

The physical demands described herein are representative of those required of an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Stand, walk, bend, and reach for extended periods while sorting and delivering mail.
Have hand and arm (or equivalent) dexterity adequate to sort mail, operate equipment, and use a keyboard for data entry.
Talk and hear with enough proficiency to communicate with students, co-workers, and vendors by phone or in person.
Have adequate vision to read addresses and labels and to view computer screens.
Frequently lift and/or move up to 25 pounds and occasionally lift or move up to 50 pounds, and push or pull loaded mail carts.
The noise level is usually moderate but may be loud.

MINIMUM QUALIFICATIONS:
High school diploma or equivalent
Valid driver's license and ability to become an approved Crown driver for post office runs
Experience in customer service, mail and shipping, retail, or logistics

PREFERRED QUALIFICATIONS (in addition to the above minimum qualifications):
Associate's or Bachelor's degree
Prior mail room, shipping and receiving, or postal experience
Experience working in a college or ministry setting
Experience setting up or improving an operational process
A love for mail

NON-DISCRIMINATION POLICY:

Crown College will not discriminate against or harass any employee or applicant for employment because of race, color, national origin, sex, disability, age, or status with regard to public assistance.

(The examples given above are intended only as illustrations of various types of work performed and are not necessarily all-inclusive. This position description is subject to change as the needs of the employer and requirements of the position change. Crown College reserves the right to change and/or eliminate any and all job duties as necessary.