Mail Clerk

Mail Clerk

The mail clerk will perform various duties related to the processing and distribution of daily mail at Vanderbilt University. This role is integral to ensuring quick and accurate delivery of incoming and outgoing mail and packages, supporting the Vanderbilt community.

Duties and Responsibilities:

• Receive, sort, and distribute incoming mail and packages to various departments, faculty, students, and staff.
• Ensure mail is sorted by recipient's name, department, or other specified criteria by 9 am daily.
• Handle special deliveries, including registered, certified, and express mail.
• Determine the proper disposition of undeliverable mail within the same day of receipt and process accordingly.
• Collect outgoing mail from various departments and prepare it for dispatch.
• Weigh and apply appropriate postage to outgoing mail and packages.
• Coordinate with external postal and courier services for timely dispatch.
• Maintain accurate records of incoming and outgoing mail, including tracking numbers, sender and recipient details, and delivery dates.
• Handle mail-related inquiries and resolve issues related to lost or misdirected mail.
• Receive and log packages delivered to the university.
• Notify recipients of package arrivals and coordinate pick-up or delivery if needed.
• Ensure safe storage of packages until they are picked up by recipients.
• Coordinate with mail partners like Amazon, FedEx, UPS, and other courier services to ensure timely and accurate delivery and dispatch of mail and packages.
• Address and resolve any issues related to the services provided by these partners.
• Operate and maintain mailroom equipment, including postage meters, sorting machines, and labeling machines.
• Report any equipment malfunctions and coordinate repairs or replacements as needed.
• Assist students, faculty, and staff with mail-related inquiries and provide excellent customer service.
• Offer guidance on mail and package sending procedures, including postage rates and packaging recommendations.
• Ensure the mailroom is kept clean, organized, and free from hazards.
• Adhere to university policies and procedures related to mail handling and distribution.
• Stay updated with postal regulations and changes that might affect university mail operations.

Experience and Education:

• High school diploma or GED is required.
• 24 months of experience working in a postal environment is preferred.
• Valid TN driver's license and a clean motor vehicle record (MVR). The motor vehicle check will evaluate the applicant's driving history over a specified period as per Vanderbilt policy.
• Ability to compute postage charges, shipping rates, and charges for other mailroom services.
• Intermediate computer skills, strong organizational skills, and strong customer service skills required.
• Physical ability to lift and carry packages weighing up to 50 lbs.
• Ability to work independently and as part of a team.

Working Conditions:

• The mailroom environment may require standing for extended periods, frequent walking, and lifting heavy packages.
• The role involves routine interaction with various university community members, requiring a professional and courteous demeanor.

Required Skills

• Cost Control - VU
• Customer Support - VU
• Inventory Control - VU
• Inventory Management System - VU
• Merchandising - VU
• Office Supply Management - VU
• Process Improvement - VU
• Purchasing - VU
• Records Management - VU
• Service Improvement - VU

About Us

At Vanderbilt University, our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Job Info

• Job Identification 10008796
• Posting Date 08/26/2026, 02:10 PM
• Locations Nashville, TN, United States (On-site)
• Job Schedule Full time
• Job Category University Operations
• Job Function Auxiliary Services
• Management Level Service & Support 1