Assistant Manager, Mail Operations

Assistant Manager, Mail Operations

The Assistant Manager of Mail Operations supports the Mail Operations Manager in overseeing the daily operations of University mail services, ensuring accurate, efficient, and secure handling of all incoming and outgoing mail and packages. This position helps manage staff, student workers, and temporary employees, coordinates workflows, and provides excellent customer service to students, faculty, staff, and visitors. The Assistant Manager plays a key role in training, supervising, billing, and motivating team members, ensuring compliance with postal regulations, and partnering with other departments to deliver seamless, high-quality services across Grounds.

Responsibilities

• Assist the Mail Operations Manager in supervising daily operations of multiple mailrooms across Grounds
• Oversee and assist with mail and package receipt, sorting, logging, distribution, and delivery processes to ensure accuracy and timeliness
• 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.)
• Maintain organization of mailroom shelving, bins, and storage areas
• Ensure compliance with university policies, USPS regulations, and carrier guidelines
• Support large-scale projects such as move-in/move-out pre-placement, high-volume deliveries, and seasonal peaks
• Coordinate with UVA Print and other university partners as needed to streamline operations and support shared projects
• Safely operate university vehicles to transport mail and packages between designated academic and health system locations

Team Leadership & Training

• Supervise, coach, and schedule mail clerks, student staff, and temporary employees.
• Provide training on mailroom procedures, software systems, customer service, and safety protocols.
• Monitor performance, provide feedback, and assist in developing a culture of continuous improvement.
• Act as the lead manager when the Mailroom Manager is unavailable.

Customer Service & Problem Resolution

• Provide professional and friendly service to students, faculty, staff, and visitors.
• Troubleshoot delivery issues or misaddressed mail, ensuring packages are delivered correctly.
• Serve as a point of escalation for customer complaints or complex service issues.
• Promote a positive and collaborative work environment that values teamwork, open communication, and customer focus.

Data, Reporting & Billing

• Ensure accurate billing by batching documents, preparing them for processing, and entering data into automated systems.
• Assist with mail tracking and reporting, ensuring all systems are updated accurately.
• Support preparation of performance and operations reports for the Mailroom Manager.
• Develop and maintain standard operating procedures (SOPs), training guides, and resources to ensure consistency and efficiency.

Compliance & Equipment Management

• Maintain knowledge of USPS regulations, presort practices, and university requirements.
• Ensure proper operation of mailroom equipment, including postage meters, signature pads, carts, and scanners.
• Report equipment issues promptly and coordinate service or repairs as needed.

Minimum Requirements

• High school diploma or equivalent.
• Valid Virginia driver's license.

Preferred Qualifications

• Bachelor's degree in business or a related field. In lieu of a Bachelor's degree, an Associate's degree with two years of directly related experience or five years of directly related experience will be acceptable.
• Two years of experience in a supervisory role. Supervisory experience in the areas of mail services, shipping/receiving, or related operations, is preferred.
• Knowledge of postal regulations, mail tracking software, and shipping carriers (UPS, FedEx, USPS).
• Strong computer skills; proficiency in Microsoft Office and ability to learn university systems.
• Ability to drive a van or box truck with a safe driving record
• Strong leadership and organizational skills with the ability to motivate a team
• Excellent interpersonal and communication skills
• Demonstrated problem-solving abilities and a commitment to customer service

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 $19.00 - $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 interaction with students, faculty, and staff.
• Requires flexibility during peak times (e.g., student move-in/move-out).

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA. Application review will begin after September 20, 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 R0076312. Internal applicants may search and apply for jobs on the UVA Internal Careers website. Complete an application with the following documents:

• Resume

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, View email address on click.appcast.io.

Job Profile J1662 - Mail Management 1 Career Stream and Level Management-M1 The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer