Mail Operations Coordinator

Mailroom Associate

Grand Canyon University! One of Arizona's leading institutions of higher learning. Located in the Valley of Sun in the heart of Phoenix, Arizona, GCU is an institutionally accredited, private, nondenominational Christian University.

Primary Responsibilities /Accountabilities/ Essential Functions:

• Receive, inspect, and date-stamp all incoming letter mail upon arrival at the Mail Center.
• Sort incoming mail according to department, building, and delivery route to ensure accurate distribution.
• Identify and properly route specialty mail including returned letters, billing documents, orders, payments, and adjustment correspondence.
• Prepare mail for internal delivery across campus facilities using established routes and schedules.
• Maintain accuracy and confidentiality when handling sensitive or official correspondence.
• Maintain responsibility for residential mailboxes and associated keys, including issuance, tracking, and record keeping.
• Ensure mailbox areas remain functional and secure.
• Serve as the primary contact for interdepartmental mail service issues including routing corrections, delivery questions, and service coordination.
• Support internal mail distribution systems and ensure mail is routed to the correct departments.
• Operate and maintain mail processing equipment including the postage meter machine and other mail handling equipment.
• Ensure meter supplies and postage levels are monitored and maintained.
• Train new Mail Center associates and student workers on mail sorting procedures, routing protocols, and best practices.
• Assist in maintaining consistent operational procedures and service standards within the Mail Center.
• Provide operational assistance to the Copy Center and package receiving/routing/delivery teams during peak workload periods.
• Maintain organized mail processing areas and ensure compliance with operational procedures.
• Assist with special projects related to campus mail services.
• Other duties as assigned.

Equipment Used and Responsibility

• Mail Tracking Software
• Microsoft Office, Excel, Word, Teams, SharePoint and Outlook.

Supervisory Responsibilities

N/A

Experience/ Education

• Preferred 1 year experience in a mailroom, print shop, or customer service environment.
• Working knowledge of print/copy equipment and postal/shipping systems preferred.
• Proficient with Microsoft Office; experience with print job ticketing systems a plus.
• Strong organizational and communication skills.
• Demonstrated reliability, attention to detail, and customer service orientation.
• Must pass pre-employment background investigation.

Physical Requirements:

• Sitting: 1-2 hours a day
• Standing: 6-7 hours a day
• Walking: 6-7 hours a day
• Lifting: Occasionally 50 lbs.
• Carrying: Occasionally
• Pushing: Occasionally
• Squatting: Occasionally
• Bending: Occasionally
• Kneeling: Rarely
• Climbing: Rarely
• Reaching: Occasionally
• Grasping: Occasionally
• Fine Eye to Hand Coordination: Continuously
• Driving: Occasionally
• Work Environment: Fast-paced setting requiring multitasking and adaptability. Periodic extended hours during peak mailing seasons (e.g., start of semesters, holidays, graduation periods).