Senior Mail Room Coordinator

Job Posting Title:

Senior Mail Room Coordinator

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

PURPOSE

The Senior Mail Room Coordinator is responsible for managing complex mailroom operations across multiple sites within UT Health Austin. This role ensures compliance with regulatory standards, coordinates vendor relationships, and leads process improvement initiatives. The Senior Coordinator handles escalated issues, oversees large-scale mail projects, and serves as the subject matter expert for mailroom operations. Reporting to the Manager of Facilities, this position plays a key role in optimizing mailroom efficiency and supporting organizational continuity.

RESPONSIBILITIES

Advanced Mail Operations

• Executes and monitors high-volume mail processing across multiple locations.
• Handles escalated issues involving sensitive, confidential, or high-value deliveries.
• Develops and maintains mailroom procedures and compliance documentation.
• Ensures adherence to HIPAA and organizational confidentiality standards.
• Coordinates urgent or specialized mail requests for critical departments..

Vendor & Contract Coordination

• Serves as primary liaison for USPS, FedEx, UPS, and other courier vendors.
• Coordinates service agreements and monitors vendor performance metrics.
• Resolves complex shipping issues and ensures regulatory compliance.
• Tracks vendor invoices and reconciles billing discrepancies.
• Maintains documentation for vendor relationships and service-level agreements.

Process Improvement & Reporting

• Leads initiatives to improve mail handling efficiency and accuracy across multiple sites.
• Analyzes mailroom metrics and prepares monthly performance reports for leadership.
• Implements technology solutions for mail tracking and inventory management.
• Identifies operational bottlenecks and develops corrective action plans.
• Benchmarks mailroom operations against industry standards for continuous improvement.

Complex Logistics & Special Projects

• Manages large-scale mail merges, seasonal mailings, and urgent bulk distributions.
• Coordinates interdepartmental logistics for events, relocations, and special projects.
• Oversees secure transport of sensitive documents during organizational transitions.
• Supports disaster recovery planning for mail services and continuity of operations.
• Partners with Facilities and Supply Chain for integrated logistics solutions.

Compliance and Administrative Support

• Maintains advanced logs and compliance documentation for audits and reporting.
• Participates in organizational audits and quality assurance reviews.
• Advises leadership on mailroom resource allocation and cost-saving strategies.
• Ensures compliance with HIPAA, OSHA, and internal confidentiality protocols.
• Develops and updates training materials for compliance and operational standards.

REQUIRED QUALIFICATIONS

• High school diploma or GED.
• 4 years of experience in a mailroom or logistics role.

Relevant education and experience may be substituted as appropriate.

PREFERRED QUALIFICATIONS

• Associate degree in Business Administration, Logistics, or related field.
• Certified Mail and Distribution Systems Manager (CMDSM)
• HIPAA training certification
• 5 or more years of experience in a healthcare or high-volume mailroom environment.

SALARY RANGE

$40,000 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• Standard office equipment
• Repetitive use of a keyboard
• Must possess a valid driver’s license and be able to operate a motor vehicle as part of job-related duties.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded i