Mail Operations Manager

UVA Health•Charlottesville, VA

2d•$75,000 - $85,000•Onsite

About The Position

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.

Requirements

Bachelor’s degree or combination of education and related experience in mail services, logistics, operations management or a related field
3+ years of relevant experience in the areas of mail services, shipping/receiving, or related operations.
Valid driver’s license

Nice To Haves

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.

Responsibilities

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.
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.
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.
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.
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.