Mail Room Assistant

Mail Room Assistant

Under the direct supervision of the Post Office Supervisor, the Mail Room Assistant provides essential support for all postal operations at Virginia Union University (VUU). This position is responsible for receiving, sorting, processing, and distributing incoming and outgoing mail, packages, and campus correspondence in a timely and accurate manner. The incumbent supports the mission of VUU by ensuring the efficient flow of communications across campus, contributing to the operational excellence and service culture of the Infrastructure Management & Planning (IMP) Division.

Responsibilities

• Receive, sort, and distribute incoming United States Postal Service (USPS) mail, courier packages (FedEx, UPS, DHL), and inter-campus correspondence to appropriate campus departments and offices.
• Prepare outgoing mail and packages, including applying appropriate postage, completing shipping documentation, and ensuring compliance with USPS and courier regulations.
• Operate postage meters, mail processing equipment, and parcel tracking systems in accordance with established procedures.
• Maintain accurate logs and records of incoming and outgoing mail, certified mail, overnight packages, and parcels requiring signature confirmation.
• Notify faculty, staff, and students of package arrivals through established notification protocols (email, phone, or campus systems).
• Provide courteous, professional, and responsive service to all members of the VUU community, including students, faculty, staff, administrators, and external visitors.
• Assist with inquiries regarding mail and package status, postal rates, and shipping options.
• Communicate discrepancies, damaged items, or delivery irregularities to the supervisor promptly and accurately.
• Maintain the mail room public service counter in an organized, clean, and welcoming manner.
• Assist in maintaining inventory of mail room supplies, including envelopes, mailing labels, packing materials, and postage stock.
• Support the preparation of mass mailings, departmental communications, and bulk mail projects as directed.
• Maintain confidentiality and security of all mail and packages, adhering to federal regulations and university policies governing postal operations.
• Assist with data entry and records management using university administrative systems as assigned.
• Perform related duties as assigned by the Post Office Supervisor or IMP Division leadership.

Education

• High school diploma or GED equivalent required.
• Minimum of six (6) months of experience in a mail room, postal, logistics, shipping and receiving, or related clerical environment preferred; equivalent combination of education and experience considered.
• Demonstrated ability to operate postage meters, hand trucks, pallet jacks, or similar mail room equipment.

Application Process

Candidates are required to submit their resume, four professional references and a cover letter. The application review will begin immediately and continue until the position is filled. A background investigation and reference check will be required prior to employment. For any questions or concerns, please contact View email address on click.appcast.io.

Equal Opportunity Employer

Virginia Union University is an Equal Opportunity Employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, sexual orientation, disability, gender identity, protected veteran status, or other protected class.