Mailroom Support Assistant

Stony Brook University•Town of Brookhaven, NY

37d•$52,000 - $52,000•Onsite

About The Position

The Mailroom Assistant will perform administrative and manual activities in support of the residential mailrooms. This in-person position will be essential in creating operational efficiencies within the residential mailrooms. Duties to include, but not limited to, the following: Mailroom and Customer Service Assist with the coordination of residential mailroom operations serving over 10,000 residential students, receiving an average of 2000 parcels per day. Assist with maintaining compliance to campus residences mailroom policies & procedures. Serve as a point of contact for staff, customers, delivery personnel, and student assistants regarding any questions and/or problems in relation to the mailroom. Research issues and make recommendations on process and procedure improvements. Provide strong customer service to over 10,000 residential students. Act as the go-to person for all delivery services (e.g. USPS, UPS, Amazon, FedEx, Lasership, DHL, etc.). Ensure proper handling and distribution of all residential mail received on campus in accordance with Federal law. Assist with inter-office, inter-agency and community mail route schedule (parcel locker delivery and transfers). Provide support and guidance on all package / mail related inquiries between students/mailrooms. Assist with establishing a consistent mail and package experience between all residential mailrooms so that it will be seamless no matter where a student lives on campus. Communicate/partner with Central Mail Services/Central Warehouse to resolve misdelivered item inquiries. Administration Assist with training and development of mailroom student assistants. Work alongside Campus Mail on all package related challenges. Assist with the collection of data related to parcels and processes for the mailroom operation (sorts, pick-ups, transfers, sizes, out-going mail, postage sales, etc.). Assist with maintaining proper inventory supplies in each mailroom location. Assist with supervision of lower level staff, evaluating the quality and timeliness of work, monitoring recurring performance issues (i.e. attendance), reporting feedback to the Mailroom Coordinator and Associate Director. Coordinate on site workflow, assigning tasks to lower level staff within the corresponding mailroom. Professional Development and Committee Involvement Participate in opportunities that promote their learning, growth, and development (i.e., classes, training, committees, webinars). Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas within and outside the Office of Student Life (i.e., campus-wide traditions, events, programs). Other duties or projects as assigned as appropriate to rank and departmental mission. Hours outside of the typical work schedule may be required at times.

Requirements

Associate’s degree (foreign equivalent or higher).
One (1) year of full-time work experience (student experience may be considered).
The incumbent frequently moves packages weighing up to 50 pounds.
Must have, keep and maintain the appropriate valid NYS Driver’s License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (Out-of-State Applicants, see "Special Notes”).

Nice To Haves

Mailroom experience.
Customer service experience.
Experience working with a diverse population.
Experience with Google Workspace & Microsoft Office Suite.

Responsibilities

Assist with the coordination of residential mailroom operations serving over 10,000 residential students, receiving an average of 2000 parcels per day.
Assist with maintaining compliance to campus residences mailroom policies & procedures.
Serve as a point of contact for staff, customers, delivery personnel, and student assistants regarding any questions and/or problems in relation to the mailroom.
Research issues and make recommendations on process and procedure improvements.
Provide strong customer service to over 10,000 residential students.
Act as the go-to person for all delivery services (e.g. USPS, UPS, Amazon, FedEx, Lasership, DHL, etc.).
Ensure proper handling and distribution of all residential mail received on campus in accordance with Federal law.
Assist with inter-office, inter-agency and community mail route schedule (parcel locker delivery and transfers).
Provide support and guidance on all package / mail related inquiries between students/mailrooms.
Assist with establishing a consistent mail and package experience between all residential mailrooms so that it will be seamless no matter where a student lives on campus.
Communicate/partner with Central Mail Services/Central Warehouse to resolve misdelivered item inquiries.
Assist with training and development of mailroom student assistants.
Work alongside Campus Mail on all package related challenges.
Assist with the collection of data related to parcels and processes for the mailroom operation (sorts, pick-ups, transfers, sizes, out-going mail, postage sales, etc.).
Assist with maintaining proper inventory supplies in each mailroom location.
Assist with supervision of lower level staff, evaluating the quality and timeliness of work, monitoring recurring performance issues (i.e. attendance), reporting feedback to the Mailroom Coordinator and Associate Director.
Coordinate on site workflow, assigning tasks to lower level staff within the corresponding mailroom.
Participate in opportunities that promote their learning, growth, and development (i.e., classes, training, committees, webinars).
Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas within and outside the Office of Student Life (i.e., campus-wide traditions, events, programs).
Other duties or projects as assigned as appropriate to rank and departmental mission.