Mail Room Manager

• Employee Type FTS
• Required Degree High school
• Manage Others Yes

Description

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 Fed Ex; 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.

• Liaise with the local U.S. Post Office, UPS, and Fed Ex 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

• 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

• 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

• 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, Fed Ex, and other shipping and postage vendors
• Monitor postage and shipping supplies and reorder as needed within budget

• 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

• 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…