Mail Services Coordinator

East-West Center • Honolulu, HI

2d • $57,232 • Onsite

About The Position

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region. Our team is seeking a Mail Services Coordinator to support Campus Operations. This position ensures accurate, timely, and secure processing of the Center's incoming and outgoing mail, parcels, and interoffice correspondence. The Coordinator maintains compliance with postal regulations, manages vendor relationships, and provides high-quality customer service to internal stakeholders, requiring the preferred candidate to possess strong organizational skills, attention to detail, and the ability to manage logistics in a fast-paced operational environment.

Requirements

• A high school diploma, or equivalent, and at least two (2) years of experience working in a centralized mailroom setting and/or delivering mail in an organization with multiple worksites and delivery locations.
• At least one (1) year of experience should include responsibilities in a lead or supervisory role.
• Strong written and verbal communication skills.
• Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.
• To interpret, organize, and carry out assignments by independently determining applicable policies and procedures and applying them towards directives and outcomes; to take initiative and work cooperatively in following through on assignments; to organize time, tasks, and materials efficiently; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to inspect, diagnose problems, and complete work in a timely and effective manner; to read and understand or interpret directions, instructions, warnings, plans, and service manuals; to perform successfully under the pressure of deadlines; to maintain accurate files and records; to take accurate measurements and calculate required materials; and to apply good judgment and accept responsibility.
• The position frequently travels throughout the campus to receive and deliver packages. Daily movements include sitting; standing; reaching, bending, and grasping; walking about the properties; climbing stairs or ladders; as well as crouching and kneeling.
• The incumbent must be able to use their hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak, and understand speech at normal levels and on the telephone.
• The employee must occasionally lift, move, and/or transport objects and equipment that could weigh up to 50 pounds.
• Valid driver’s license and clean traffic abstract.
• Of routine office and record keeping procedures; correct English grammar, punctuation, spelling, and word usage; office machines and equipment; and of multiple computer systems including Microsoft 365 (Outlook, Teams, Word, Excel, Calendar, Etc.), Adobe Sign and Pitney Bowes SendSuite Package Tracking.

Responsibilities

• Coordinate all incoming and outgoing U.S. Postal Service (USPS), courier, and freight deliveries.
• Sort, distribute, and track mail and packages in a timely and accurate manner.
• Serve as primary liaison with USPS, FedEx, UPS, and other delivery vendors.
• Ensure compliance with postal regulations, shipping standards, and organizational policies.
• Maintain accurate records of postage expenditures, shipping logs, and account reconciliations.
• Manage postage meter systems, shipping software, and tracking platforms.
• Monitor and maintain inventory of shipping supplies and equipment.
• Address and resolve delivery discrepancies, lost mail issues, and service concerns.
• Supervise mailroom staff or student workers (if applicable), including scheduling and task assignment.
• Develop and implement process improvements to enhance efficiency and service quality.
• Support special mailings, bulk mail projects, and institutional communications as needed.
• Ensure proper handling of confidential, sensitive, or restricted materials.

Benefits

• Competitive Salary and Benefits - The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.
• Career Growth Opportunities - We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.
• Supportive Work Environment - We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

What This Job Offers

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