What are the responsibilities and job description for the Mail Room Assistant position at Virginia Union University?
Virginia Union University (VUU) is a distinguished private institution founded in 1865 that proudly upholds a legacy of academic excellence and community engagement. With a historic 86-acre campus, it offers a dynamic and nurturing environment for its 1,568 undergraduate and graduate students. Virginia Union University is recognized in the 2024 edition of U.S. News & World Report, holding a prestigious position as #39 among Historically Black Colleges and Universities.
VUU provides a robust array of academic programs, including 35 Bachelor's, 11 Master's, and one Doctoral degree. Virginia Union University remains steadfast in its commitment to offering accessible, high-quality education, instilling a sense of assurance and confidence in its students. It fosters a vibrant intellectual community dedicated to the holistic development of future leaders.
Five fundamental principles (core values) guide Virginia Union University. Each principle is essential to our ability to provide a Best-In-Class educational experience for students, faculty, and staff. These principles help our community understand the right path to fulfilling our institution's mission. The principles are Innovation, Spiritual Formation, Integrity, Diversity & Inclusion, and Excellence.
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 Askhr@vuu.edu.
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.
For more information about Virginia Union University, visit VUU About Page.