Mail Services Coordinator

Calvin University•Grand Rapids, MI

1d•Onsite

About The Position

The Mail Services Coordinator is responsible for overseeing the daily operations of the mail services department. This includes managing the receipt, sorting, staging, tracking, and distribution of mail and packages across campus. The role also involves serving as the primary customer service contact, coordinating outgoing mail processing, managing relationships with carriers, monitoring expenditures, maintaining technology systems, developing procedures, and supporting student employees. The position requires a commitment to the educational mission and Christian values of the university, as well as a demonstrated commitment to diversity and inclusion.

Requirements

Knowledge of USPS, FedEx, UPS, and other carrier services.
Proficiency with package tracking and shipping software.
Ability to analyze operational processes and recommend improvements.
Strong customer service, communication, and organizational skills.
Ability to prioritize multiple responsibilities and meet deadlines.
Ability to train and guide student employees.
Valid Michigan driver's license required.
Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
A commitment to the Christian faith and to the integration of faith, learning, and student development.
Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.

Nice To Haves

Associate degree preferred, or equivalent combination of education and experience.
Two to four years of experience in mail services, shipping and receiving, logistics, facilities support, customer service, or related operations.
Experience coordinating processes, training employees, or leading workflows preferred.

Responsibilities

Coordinate mail and package operations by overseeing the receipt, sorting, staging, tracking, and distribution of incoming mail and packages to ensure timely and accurate delivery throughout campus.
Perform and monitor mail distribution activities, including delivery of mail and packages to designated campus locations, resolution of delivery issues, and maintenance of package tracking records.
Serve as the primary customer service contact for Mail Services by assisting students, faculty, staff, and departments with mailing and shipping needs; answering questions; resolving concerns; and recommending cost-effective mailing and shipping solutions.
Coordinate outgoing mail processing by reviewing mailing requirements, determining postage and shipping costs, preparing bulk or special mailings, and ensuring compliance with postal and carrier regulations.
Serve as the primary day-to-day contact with USPS, FedEx, UPS, and other carriers and escalate contract, pricing, and service concern to the manager of mail and print.
Monitor postage and shipping expenditures, prepare reports, and provide data to support budgeting and operational planning.
Maintain mail services technology and tracking systems by entering and updating package information, producing operational reports, and ensuring accurate records of deliveries and services provided.
Develop and maintain departmental procedures and documentation to promote consistency, compliance, and efficient operations.
Coordinate special projects and campus-wide mailings.
Support the hiring, onboarding and supervision of student employees, working closely with the Manager of Mail and Printing Services.
Identify and implement process improvements that enhance customer service, operational efficiency, package accountability, and cost effectiveness.
Train and provide day-to-day work directions to student employees by assigning tasks, monitoring work quality, providing instruction, and assisting with scheduling to ensure operational coverage.