Campus Mailroom Coordinator

University of New Orleans • University Center, VA

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About The Position

The Campus Mailroom Coordinator is responsible for the daily management and operation of the university’s central mail and package services facility. This position oversees all incoming and outgoing mail and package processing, leads and schedules a team of student employees, administers the campus mailbox system, and ensures timely, accurate, and courteous service during posted window hours each business day. The coordinator serves as the primary point of contact for mail-related inquiries from students, faculty, staff, and external carriers.

Requirements

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of two (2) years of operations management experience in customer-facing or logistics-related environments such as mailroom, circulation desks, shipping/receiving, customer service operations, or logistics management, including at least one (1) year in a supervisory or lead capacity
• Demonstrated knowledge of USPS regulations, postage metering systems, and standard carrier procedures (UPS, FedEx, DHL).
• Experience supervising, scheduling, and training staff—preferably student employees in a higher-education setting.
• Proficiency with package-tracking software, Microsoft Office Suite, and database systems.
• Strong organizational and time-management skills with the ability to manage competing priorities in a fast-paced environment.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to lift and carry packages weighing up to 50 lbs. regularly and up to 70 lbs. occasionally.

Nice To Haves

• Experience working in a university or institutional mailroom environment.
• Familiarity with student employment and federal work-study programs.
• Experience with mail-management or ERP systems (e.g., SCLogic, Pitney Bowes, Quadient, TMS).
• Knowledge of FERPA regulations as they relate to student mail and records.
• Valid driver’s license (if occasional off-campus postal runs are required).

Responsibilities

• Mail and Package Operations: Receive, sort, log, and distribute all incoming U.S. Mail, interdepartmental campus mail, and parcels from carriers including USPS, UPS, FedEx, Amazon, and DHL. Process all outgoing mail, including metering, weighing, applying correct postage classifications in accordance with USPS regulations. Operate and maintain mailroom equipment such as postage meters, scales, barcode scanners, and package tracking systems. Maintain the package notification and tracking system, ensuring recipients receive timely alerts and that parcels are released with proper identification verification. Monitor and reconcile postage accounts; ensure departmental chargebacks are accurately recorded and reported.
• Mailbox Administration: Administer the campus mailbox assignment system, including new assignments, reassignments, combination resets, and end-of-term cleanouts. Maintain an accurate database of mailbox holders; coordinate with Housing and Bursar’s offices to market mailbox services and implement fee charges. Post and enforce mailbox policies, including size limits, abandoned mail procedures, and forwarding protocols.
• Student Staff Supervision: Recruit, hire, train, and supervise a team of student employees (typically 4–6 students per semester). Create and manage weekly work schedules that ensure adequate staffing during all posted window hours, peak periods (e.g., start of semester, holidays), and special events. Conduct regular training on mail-handling procedures, package tracking software, customer service standards, FERPA compliance, and workplace safety. Evaluate student employee performance; provide coaching, feedback, and progressive discipline as needed. Approve and track student timesheets in accordance with university payroll policies and federal work-study guidelines.
• Customer Service and Window Operations: Manage daily window service hours, ensuring courteous, efficient assistance for all customers picking up packages, purchasing postage, or conducting other mail-related transactions. Serve as the primary point of escalation for customer complaints, lost-package claims, and carrier disputes. Communicate service policies, hours, and procedural changes to the campus community via email, signage, and the university website.
• Administrative and Compliance Duties: Develop and maintain standard operating procedures for all mailroom functions. Prepare operational reports, including volume statistics, staffing metrics, and budget summaries, for departmental leadership on a monthly and annual basis. Manage the mailroom operating budget, including supply procurement, equipment maintenance contracts, and postage fund replenishment. Serve as the campus liaison to USPS, UPS, FedEx, and other delivery vendors; manage any mailroom-related service contracts and coordinate issue resolution. Stay current on USPS regulations, postal rate changes, and industry best practices; implement updates as necessary. Ensure compliance with FERPA, university records policies, and any applicable federal/state mailing regulations. Collect and handle cash and checks from mailbox rental fees and postage sales; prepare Cash Transmittal reports and submit funds to the Bursar’s Office in accordance with Auxiliary Services cash handling procedures; ensure the safe is secure, locked, and has limited access.
• Facility and Equipment Management: Maintain a clean, organized, and safe mailroom environment in compliance with university safety standards. Coordinate equipment maintenance and repair; evaluate equipment needs and make procurement recommendations. Oversee inventory of mailing supplies and packaging materials.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED