Mail Operations Manager
- Employer
- University of Virginia
- Location
- Charlottesville, Virginia, United States of America
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- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
The Manager of Mail and Package Services provides leadership and strategic oversight for all student housing, health systems, and academic mail and package operations across the University. This role ensures that mail and package services are reliable, efficient, and aligned with the University’s mission of supporting students, faculty, and staff. The Manager oversees daily operations, staff management, compliance with postal regulations, vendor relationships, and customer service initiatives while driving innovation and process improvement.
Key Responsibilities
Strategic Leadership
- Provide vision and direction for all mail and package services.
- Develop and implement operational strategies that prioritize efficiency, customer service, and compliance.
- Collaborate with key leadership to align services with needs.
- Operations Management
- Oversee daily mail and package processing, delivery, and distribution to student housing, academic buildings, administrative offices and health systems.
- Ensure compliance with USPS and carrier regulations, as well as University policies.
- Implement technologies and systems that streamline mail tracking, student notifications, and delivery accuracy.
- Collaborate with the Print Mailroom to coordinate services and ensure seamless processing of print-to-mail projects.
- Optimize workflows to manage peak volumes during move-in, holidays, and other critical times.
- Collaborate with other departments (including Facilities, Housing, Dining, and Print) to resolve service challenges and implement process improvements.
- Serve as a point of escalation for complex service issues, ensuring timely resolution and client satisfaction.
- Develop and maintain standard operating procedures (SOPs), training guides, and resources to ensure consistency and efficiency.
- Perform special projects, tasks, cross-training, and other duties as assigned.
Staff & Resource Management
- Lead, mentor, and develop a team of professional staff, supervisors, and student workers.
- Conduct regular team meetings, one-on-ones, and feedback sessions to foster professional growth and continuous improvement.
- Manage staffing plans, scheduling, training, and professional development.
- Oversee budget planning, expense management, and resource allocation.
Customer Experience & Engagement
- Foster a culture of responsive and professional customer service for students, faculty, and staff.
- Address escalated service issues with professionalism and problem-solving.
- Promote awareness of mail and package services through communication campaigns, workshops, presentations, and collaborations.
- Innovation & Continuous Improvement
- Monitor industry trends and emerging technologies to improve service delivery.
- Evaluate current processes, identifying opportunities for sustainability, cost savings, and efficiency.
- Lead initiatives to reduce undeliverable mail, missing packages, and streamline interdepartmental deliveries.
Minimum Requirements
- Education: Bachelor’s degree or combination of education and related experience in mail services, logistics, operations management or a related field
- Experience: 3+ years of relevant experience in the areas of mail services, shipping/receiving, or related operations.
- Valid driver’s license
Preferred Requirements
- Six years of increasingly responsible administrative, supervisory and/or management experience in the areas of mail services, shipping/receiving, or related operations.
- Experience in higher education or a large organizational mailroom environment.
- Strong knowledge of USPS postal regulations and mail/package handling best practices.
- Proven computer proficiency, including Microsoft Office Suite, mail/package tracking software, automation systems, and list postal processing software.
- Compliance with company driving policies, as well as local, state, and federal driving regulations.
- Ability to drive a van or box truck with a safe driving record
- Excellent communication, organizational, and customer service skills.
- Positive, solutions-focused attitude with the ability to adapt in a fast-paced, service-driven environment. Commitment to continuous improvement.
Work Environment
- Combination of fast-paced office, production, and mailroom environments and requires regular movement throughout grounds.
- Evening and weekend availability may be required during peak times (such as student move-in).
To Apply: External applicants please apply HERE. Internal applicants go to your Workday account and search for R0087794. Please provide the following information:
- Cover letter that describes relevant experience and your interest in the position
- Curriculum vitae / resume.
- Applicants are welcome to include both professional and personal experience that is relevant to this position.
- References will be checked using UVA's third party reference system (SkillSurvey)
For full consideration, application must have all the required documents listed above. Questions can be addressed to Christa Nuckols at vdm7xd@virginia.edu
Salary Range: $75,000-$85,000
This job description is not intended to imply that these requirements are the only standards for the position. Employees are expected to follow additional instructions and perform other related duties as assigned by their supervisor. Reasonable accommodations may be provided to enable individuals with disabilities to fulfill the essential functions of the job.
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.
Organization
In 1819, the University of Virginia established a new model for intellectual exchange and cross-disciplinary collaboration in higher education. Two hundred years later, as a major research institution, we continue to challenge conventions, lead with ingenuity and advance knowledge for the common good.
What began as an innovative idea has become one of the nation’s leading public research universities, with over 21,000 undergraduate, graduate and professional students. UVA also has over 3,000 full-time faculty offering more than 400 degrees.
Each of the University’s eleven schools has its own distinctive mission, working together to garner consistently high rankings—including #2 Best Value Public College (Princeton Review, 2016), #3 Public University in the Nation (U.S. News & World Report, 2016), and #3 Best Value Among Public Colleges (Kiplinger’s, 2016).
As we invest in and strengthen our research capabilities, UVA seeks new faculty ready to uncover new insights, rewrite old rules and collaborate on intellectual discoveries.
RESEARCH COLLABORATIONS THAT CROSS DISCIPLINES
As an R1 institution, the University’s research centers, consortia and laboratories are on the leading edge of discovery and technology, offering collaborative spaces for students and faculty to solve global problems.
Our professors are recognized members of major national scholarly and professional organizations, including the National Academy of Sciences and the American Academy of Arts and Sciences. Our faculty’s engagement in interdisciplinary research is being facilitated by new research institutes specializing in everything from big data to brain functioning, and by cluster hires across schools.
NATIONALLY RANKED HEALTH SYSTEM
UVA is also home to a nationally renowned academic medical center and the UVA Health System, which serves a three-part mission to treat patients, conduct translational research and train medical practitioners in a wide variety of disciplines.
Established as the nation’s 10th medical school in 1825, the institution has since grown to include a 612-bed hospital and a Level I trauma center, nationally recognized cancer and heart centers, a Children’s Hospital, and primary and specialty clinics throughout Central Virginia.
The UVA Medical Center is consistently ranked among the nation’s best hospitals by the U.S. News & World Report magazine and has been named among the top 25 percent in seven specialties.
INSPIRING STUDENTS, INSPIRED TEACHING
The vast majority of UVA students come from the top 10% of their high school class, as well as from all 50 states, over 142 countries and a variety of socioeconomic backgrounds. Despite their diversity, all UVA students share a love of learning and a drive to achieve.
One of the reasons students choose Virginia is our unique residential culture. At UVA, the community of students, faculty and staff personifies the Jeffersonian idea that living and learning are connected. The Academical Village was constructed to support a unique residential experience, with faculty living in the Pavilions, students occupying Lawn rooms and the world-famous Rotunda at its heart. The University’s residential culture continues to support this experience today—strengthened by students, faculty and staff rich in backgrounds, ideas and perspectives. Our unique culture is also paying dividends in innovation: UVA’s faculty have generated more than 130 patents since 2010.
Perhaps most importantly, faculty come to UVA knowing that instruction is as important as research, and they pride themselves on their many teaching awards. Our best professors look for ways to encourage, mentor and develop tomorrow’s leaders inside and outside the classroom.
LIFE IN CHARLOTTESVILLE
Living in Charlottesville you’ll find sophisticated restaurants, world-renowned wineries and breweries, cosmopolitan arts and music, friendly urban and suburban neighborhoods and a Piedmont landscape that has lured adventurous souls for centuries. No wonder the U.S. National Bureau of Economic Research named Charlottesville the “happiest city in America” in 2014.
In addition to UVA and its health system, several major employers have facilities in Charlottesville, including State Farm, Northrop Grumman, the U.S. Department of Defense, GE and others. Charlottesville is also becoming a center for innovative start-up businesses. The University also actively helps spouses and partners of faculty members build their networks and pursue employment opportunities with a wide variety of area employers.
The University of Virginia is an Equal Opportunity Employer. All interested persons are encouraged to apply including veterans and individuals with disabilities.
- Telephone
- 434-985-4532
- Location
-
2420 Old Ivy
Charlottesvle
Virginia
22911-7433
United States
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