Assistant Manager, Mail Operations

The Assistant Manager of Mail Operations supports the Mail Operations Manager in overseeing the daily operations of University mail services, ensuring accurate, efficient, and secure handling of all incoming and outgoing mail and packages. This position helps manage staff, student workers, and temporary employees, coordinates workflows, and provides excellent customer service to students, faculty, staff, and visitors.

The Assistant Manager plays a key role in training, supervising, billing, and motivating team members, ensuring compliance with postal regulations, and partnering with other departments to deliver seamless, high-quality services across Grounds.

• Assist the Mail Operations Manager in supervising daily operations of multiple mailrooms across Grounds
• Oversee and assist with mail and package receipt, sorting, logging, distribution, and delivery processes to ensure accuracy and timeliness
• Accurately log and track packages using mail software systems (e.g., SqBx or other tracking tools)
• Assist students, faculty, and staff with package pick-up, ensuring
• Pick up, sort, process, and deliver outgoing mail, including interdepartmental, USPS, and carrier shipments (UPS, Fed Ex, etc.)
• Maintain organization of mailroom shelving, bins, and storage areas
• Ensure compliance with university policies, USPS regulations, and carrier guidelines
• Support large-scale projects such as move-in/move-out pre-placement, high-volume deliveries, and seasonal peaks
• Coordinate with UVA Print and other university partners as needed to streamline operations and support shared projects
• Safely operate university vehicles to transport mail and packages between designated academic and health system locations

• Supervise, coach, and schedule mail clerks, student staff, and temporary employees.
• Provide training on mailroom procedures, software systems, customer service, and safety protocols.
• Monitor performance, provide feedback, and assist in developing a culture of continuous improvement.
• Act as the lead manager when the Mailroom Manager is unavailable.

• Provide professional and friendly service to students, faculty, staff, and visitors.
• Troubleshoot delivery issues or misaddressed mail, ensuring packages are delivered correctly.
• Serve as a point of escalation for customer complaints or complex service issues.
• Promote a positive and collaborative work environment that values teamwork, open communication, and customer focus.

• Ensure accurate billing by batching documents, preparing them for processing, and entering data into automated systems.
• Assist with mail tracking and reporting, ensuring all systems are updated accurately.
• Support preparation of performance and operations reports for the Mailroom Manager.
• Develop and maintain standard operating procedures (SOPs), training guides, and resources to ensure consistency and efficiency.

• Maintain knowledge of USPS regulations, presort practices, and university requirements.
• Ensure proper operation of mailroom equipment, including postage meters, signature pads, carts, and scanners.
• Report equipment issues promptly and coordinate service or repairs as needed.

• High school diploma or equivalent.
• Valid Virginia driver's license.

• Bachelor's degree in business or a related field. In lieu of a Bachelor's degree, an Associate's degree with two years of directly related experience or five years of directly related experience will be acceptable.
• Two years of experience in a supervisory role. Supervisory experience in the areas of mail services, shipping/receiving, or related operations, is preferred.
• Knowledge of postal regulations, mail tracking software, and shipping carriers (UPS, Fed Ex, USPS).
• Strong computer skills; proficiency in Microsoft Office and ability to learn university systems.
• Ability to drive a van or box truck with a safe driving record
• Strong leadership and organizational skills with the ability to motivate a team
• Excellent interpersonal and communication skills
• Demonstrated problem-solving abilities and a commitment…