Specialized Mailroom Assistant

University of Massachusetts Dartmouth•Dartmouth, MA

60d

About The Position

The Specialized Mailroom Assistant serves as a key administrative and technical resource responsible for the daily operations and continuous improvement of the university's Mailroom services. This position blends high-level operational support with hands-on technical responsibilities, ensuring secure, timely, and customer-focused mail and package services across campus. The role involves maintaining and troubleshooting hardware and software systems, coordinating logistics, evaluating processes, and implementing operational improvements to enhance service delivery. The incumbent acts as the primary point of contact for mailroom-related technologies and inquiries, working closely with vendors, campus departments, and students. They provide training and guidance to student employees and staff, oversee workflow, and monitor compliance with established standards. This position requires sound judgment, attention to detail, and the ability to maintain confidentiality while supervising assigned staff and responding to evolving operational needs in a service-oriented environment.

Requirements

Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.
Knowledge of the methods used in the preparation of charts, graphs and tables
Knowledge of the methods of general report writing
Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities
Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations
Ability to gather information by examining records and documents and by questioning individuals
Ability to assemble items of information in accordance with established procedures
Ability to determine proper format and procedure for assembling items of information
Ability to maintain accurate records
Ability to prepare and use charts, graphs and tables
Ability to prepare general reports
Ability to write concisely, to express thoughts clearly, and to develop ideas in logical sequence
Ability to follow written and oral instructions
Ability to give written and oral instructions in a precise, understandable manner
Ability to communicate effectively in oral expression
Ability to establish rapport with others
Ability to establish and maintain harmonious working relationships with others
Ability to deal tactful1y with others
Ability to adjust to varying or changing situations to meet emergency or changing program requirements
Ability to exercise sound judgment
Ability to exercise discretion in handling confidential information

Responsibilities

Recommends expansion or revision of Mailroom operations by evaluating the performance of operating systems and hardware
Monitors activities pertaining to package handling and delivery to ensure that packages and mail are accounted for, secure, and delivered in a timely fashion and ensure compliance with established standards
Performs and/or oversees all functions pertaining to the package handling system (Arrival Tracking System and Parcel Locker System) including but not limited to accepting incoming packages from external mail and package carriers (e.g., USPS, UPS, Fed Ex, DHL), performing mail and/or package intake, organizing and securing mail and/or packages, coordinating the return of unclaimed mail and/or packages, and maintaining paper or electronic records, etc.
Collaborates with management in the development and maintenance of operational policies and procedures and coordinates activities to maintain operational efficiency
Ensures that Mailroom equipment remains in good operating condition by performing and scheduling preventive maintenance
Serves as the main point of contact for the campus related to hardware and software used for Mailroom services, including but not limited to, access management and training
Maintains hardware and software used for Mail and Package Center services (i.e., parcel tracking systems, electronic lockers and notification platforms, label printers, etc.) including, but not limited to, performing updates and adjustments, setting up and initializing new hardware, troubleshooting system issues, clearing errors, making hardware/software corrections and working with vendors to service or update hardware and software, and configuring automated system notifications
Serves as liaison to vendors for Mailroom equipment regarding maintenance, repairs and/or replacement equipment, service contracts, and assesses and makes recommendations for equipment needs
Serves as a back-up for various Mailroom functions such as processing in-bound and out-bound mail, operating and maintaining automated postage equipment, maintaining logs, performing accounting functions, performing reconciliations, cleaning equipment, etc.
Evaluates hardware and software used for Mailroom services, makes purchase recommendations, and coordinates the acquisition of hardware, software, and computer services
Performs high level operational support functions and coordinates office activities and meetings
Prepares, reviews, and analyzes reports and data regarding Mail and Package Center functions and finances to improve operational methods, revise procedures and/or to provide information
Maintains excellent customer service in execution of all duties
Attends or conducts meetings, as needed
Provides input for the development of the office's annual budget, monitors expenditures, and maintains associated financial records related to assigned duties and operations to ensure availability of funds and budgetary compliance
Performs all staffing functions pertaining to student workers in the Mail and Package Center, including but not limited to recruiting, hiring, scheduling, managing time and attendance, training, evaluating, supervising, etc.
Provides training, guidance and functional supervision to assigned employees
Performs other job-related duties and responsibilities that may be assigned