Specialized Mailroom Assistant

POSITION TITLE: Specialized Mailroom Assistant

AGENCY: University of Massachusetts Dartmouth

APPROPRIATION OR AGENCY CODE: 7310-0000

SALARY: Grade 19

DIVISION: Administration & Facilities

DEPARTMENT: Mailroom

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES: The Specialized Mailroom Assistant serves as a key administrative and technical resource responsible for the daily operations and continuous improvement of the university’s Mailroom services. This position blends high-level operational support with hands-on technical responsibilities, ensuring secure, timely, and customer-focused mail and package services across campus. The role involves maintaining and troubleshooting hardware and software systems, coordinating logistics, evaluating processes, and implementing operational improvements to enhance service delivery. The incumbent acts as the primary point of contact for mailroom-related technologies and inquiries, working closely with vendors, campus departments, and students. They provide training and guidance to student employees and staff, oversee workflow, and monitor compliance with established standards. This position requires sound judgment, attention to detail, and the ability to maintain confidentiality while supervising assigned staff and responding to evolving operational needs in a service-oriented environment.

SUPERVISION RECEIVED: Receive general supervision from the department head who provides policy guidance, assigns work and reviews performance through reports and conferences for effectiveness and conformance to agency policy and procedures

DIRECT REPORTING STAFF: Exercise direct supervision (i.e., not through an intermediate level supervisor) over, assign work to and review the performance of 10-25 student employees and functional supervision of other employees in the Mail and Package Center

THEIR STAFF: None

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience. *

II. A graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience. *

III. A Bachelor’s degree or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience. *

* Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

• Recommends expansion or revision of Mailroom operations by evaluating the performance of operating systems and hardware
• Monitors activities pertaining to package handling and delivery to ensure that packages and mail are accounted for, secure, and delivered in a timely fashion and ensure compliance with established standards
• Performs and/or oversees all functions pertaining to the package handling system (Arrival Tracking System and Parcel Locker System) including but not limited to accepting incoming packages from external mail and package carriers (e.g., USPS, UPS, Fed Ex, DHL), performing mail and/or package intake, organizing and securing mail and/or packages, coordinating the return of unclaimed mail and/or packages, and maintaining paper or electronic records, etc.
• Collaborates with management in the development and maintenance of operational policies and procedures and coordinates activities to maintain operational efficiency
• Ensures that Mailroom equipment remains in good operating condition by performing and scheduling preventive maintenance
• Serves as the main point of contact for the campus related to hardware and software used for Mailroom services, including but not limited to, access management and training
• Maintains hardware and software used for Mail and Package Center services