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This position serves as a working coordinator, you will facilitate the day-to-day operations of mail services, delivering core services across the University, and balancing direct mailroom responsibilities. You will play a key role in optimizing team performance, fostering a collaborative work environment, and ensuring positive experiences for students, faculty, staff, and visitors. Responsibilities Mail Operations:
- Receive, sort, and distribute incoming mail and packages to university departments, student housing, health system, and offices.
- Accurately log and track packages using mail software systems (e.g., SqBx or other tracking tools).
- Assist students, faculty, and staff with package pick-up, ensuring ID verification.
- Pick up, sort, process, and deliver outgoing mail, including interdepartmental, USPS, and carrier shipments (UPS, FedEx, etc.).
- Safely operate university vehicles to transport mail and packages between designated academic and health system locations.
- Maintain organization of mailroom shelving, bins, and storage areas.
- Assist with large-volume mailings, presorting, labeling, and postage application.
- Troubleshoot misaddressed or undeliverable items, working with senders and recipients to ensure resolution.
- Operate mailroom equipment (e.g., postage meters, barcode scanners, carts, signature pads) safely and effectively.
- Provide friendly, professional customer service in a fast-paced environment.
- Report equipment issues or operational concerns to supervisors promptly.
- Support special projects such as move-in/move-out package pre-placement and peak seasonal operations.
- Coordinate with UVA Print and other university partners as needed to support broader operations and ensure smooth service across departments.
- Ensure billing accuracy by batching documents, organizing them for processing, and entering data from source documents into automated systems efficiently and correctly.
- Ensure compliance with postal regulations, university guidelines, and security protocols.
- Perform other duties and tasks as assigned to support operational needs.
Team Leadership:
- Supervise and lead a team of mail clerks, student staff, and temporary employees, providing guidance, coaching, and support.
- Manage team workflows and prioritize tasks to meet service deadlines and ensure smooth daily operations.
- Train new team members on mailroom procedures, safety standards, software systems, and customer service expectations.
- Monitor team performance metrics (productivity, accuracy, customer satisfaction) and address performance issues promptly.
- Work with manager to analyze workflow and service delivery trends, identifying root causes of recurring issues and recommending proactive solutions.
- Promote a positive and collaborative work environment that values teamwork, open communication, and customer focus.
Minimum Qualifications
- Education: High school diploma or equivalent.
- Licensure/Certifications: Valid Virginia driver's license.
Preferred Qualifications
- Two years of prior experience in mail services, shipping/receiving, or a customer service environment.
- Proven leadership or team coordination experience is strongly preferred.
- Basic computer skills; ability to learn and use mail tracking and database systems.
- Ability to drive a van or box truck with a safe driving record
- Ability to lift/move packages up to 50 lbs. and sit, stand, or walk for extended periods.
- Dependable, punctual, and able to work independently while leading a team.
Physical Demands This position will require a significant amount of standing while sorting mail, etc. Additionally, lifting mail, carrying mail, etc. is required, as well as keyboarding. The anticipated hiring range is $20.00 - $23.00, commensurate with education and experience. This is a non-exempt-level, benefited position. Learn more about UVA benefits. This position is based in Charlottesville, VA, and must be performed fully on-site. Work Environment:
- Mailroom, office, and package handling settings across campus.
- Frequent movement, lifting, and interaction with students and staff.
- May require extended hours during peak times such as semester start/move-in.
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA. Application review will begin after September 19, 2025. Background checks will be conducted on all new hires prior to employment. This position will not consider candidates who require immigration sponsorship now or in the future. How to Apply Please apply online, by searching for requisition number R0076299. Complete an application with the following documents:
Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration. Internal applicants: Apply through your Workday profile by searching "Find Jobs." Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required. Recruiter Contact:
- For questions about the application process, please contact Melanie Sponaugle, unw5dq@virginia.edu.
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.
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The Rector & Visitors of the University of Virginia
$20.00 - $23.00, commensurate with education and experience.
Sep 10, 2025