Mail Services Coordinator

The Office of Business Affairs at Saint Martin’s University is seeking a Mail Services Coordinator. This position oversees all aspects of the incoming, outgoing, and intercampus mail, as well as package and freight processing for University and Saint Martin’s Abbey. Mail Services provides limited counter services for mailing activities relating to the United States Postal Services, is responsible for pickup and delivery of mail from the Post Office, and oversees mail collection and distribution on campus. Mail Services is the primary point of contact for all package and freight delivery on campus, interacting with multiple carriers and vendors. This position oversees financial activity for Mail Services including deposits, monthly billing for campus departments, and annual financial processes. This position supervises a team of student workers who assist with mail collection and distribution on campus.

SAINT MARTIN’S UNIVERSITY

Saint Martin’s University and the Office of Business Affairs are fully committed to creating an accessible, supportive environment and an experience that recognizes diversity, equity, inclusion, and belonging as integral components of workplace success.

Applicants whose work incorporates a global perspective of diversity, equity, inclusion, belonging and a demonstrated commitment to issues of diversity in higher education are encouraged to apply.

Established in 1895, Saint Martin’s University is the educational mission of Saint Martin’s Abbey, a Catholic Benedictine monastery, whose members pray, work, and live together on the University campus. The physical beauty of Saint Martin’s 300-acre campus reflects the rich intellectual and spiritual nature of its presence in the Pacific Northwest.

Essential features of University life are animated by its Benedictine identity and its participation in the centuries-old traditions of Catholic intellectual thought and the search for truth.

Thus, the University honors students and guides them towards achieving academic excellence. Superior teaching is the expected norm. Rooted in the long tradition of the liberal arts, the University curriculum cultivates creativity and the ability to communicate and pursue ideas; critical thinking and independent inquiry; academic proficiency; the formation of sound ethical judgments; and service to humanity.

Reflecting the Benedictine virtue of hospitality, the University welcomes and, really, seeks students and employees not only from the Pacific Northwest, but also from other parts of the nation and the world at its main and extension campuses. Saint Martin’s treasures persons of all ages, religions, and nationalities as it encourages cognizance of diverse viewpoints and an appreciation of all cultures.

Ranked by Niche as the second (#2) most diverse private college in Washington State in 2020. Saint Martin’s is extremely proud of our student diversity. Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions. In particular, we know that students educated in an ethnically diverse setting perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color.

INSERT POSITION SUMMARY

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position.

• Provide oversite of day-to-day mail and receiving service operations, ensuring the timely and accurate completion of mail tasks. Delegate, coordinate, and assign student staff duties associated with counter service and all types of incoming and outgoing mail, freight deliveries, bulk mailings, publications, and private service pickups, deliveries, and claims within the current postal regulations and guidelines.
• Maintain mail and freight receiving procedures, policies, and distribution routes.
• Perform recordkeeping tasks including postage charges to individuals and departments, listings of student mailbox assignments, and forwarding addresses.
• Hire, train, schedule and direct student workers to ensure consistent, efficient and professional service is provided to the campus.
• Oversee financial activity of Mail Services including purchases, safeguarding of stamps and postage, accurate and timely monthly billings to campus departments, fiscal year end activities, and processing payments to various postal providers.
• Communicate with students, staff, faculty, and the monastic community regarding general information including services available, delivery schedules, postal rates, changing hours, and other information as needed.
Complete other duties as assigned.

COMPETENCIES

• Knowledge of U.S. Post Office regulations.
• Knowledge of UPS, FedEx and international shipping and mailing requirements.
• Excellent customer service skills.
• Ability to handle and prioritize multiple projects simultaneously.
• Knowledge of Microsoft Office software and ability to learn and use institutional software systems.
• Demonstrate ability to lead, guide, and mentor others.
• Ability to relate to and work with a diverse group of people.
• Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
• Knowledge of best practices related to supporting diverse student population, including students of color, students of diverse socioeconomic backgrounds, first generation students, students with disabilities, and other historically marginalized identities.
Supportive of a Catholic, Benedictine philosophy of education and able to articulate and support the University’s mission statement.

REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

• High school diploma or equivalent.
• Three years related experience to the duties and responsibilities; or equivalent combination of education and experience.
• Physical stamina for carrying mail and ability to occasionally lift and move up to 50 lbs.
• Valid Washington driver’s license and good driving record.
Successfully pass a background check.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment. Physical demands include:

• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must occasionally sit. The employee is occasionally required to lift and move up to 50 lbs. Special vision requirements for this position are close vision and peripheral vision.
• While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles and toxic or caustic chemicals. The employee is frequently exposed to work near moving mechanical parts. The employee is regularly exposed to outdoor weather conditions. The noise level is usually loud.
• Ability to be mobile campus wide for appropriate business needs.
• Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
• Reading, writing, speaking, hearing, standing, bending, sitting.
• Learning and comprehending.
• Manual dexterity and precision required for keyboarding
• May occasionally be required to deal with distraught people.
• Must be able to communicate effectively with people at all levels under stressful conditions.
• Must maintain strict confidentiality relating to all issues in the department and Saint Martin’s University.