Mail Operations Coordinator

Mail Operations Coordinator

This position serves as a working coordinator, facilitating 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.

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 :

Minimum Qualifications :

Preferred Qualifications :

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.

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.

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.

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.