Mail Services Lead

Mail Services Lead

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Job Summary

This position performs all aspects and a variety of tasks related to the incoming, outgoing, intercampus mail for Harvard Law School (HLS) including but not limited to; freight deliveries, bulk mailings, publications, private service pickups/deliveries all within current postal regulations and guidelines. This position will also be responsible for training, acting as principal contact in the manager's absence, and distributing the work of internal and external mail staff when manager is not present.

Job-Specific Responsibilities

As a Mail Services Lead you will:

• Receive, sort, and deliver all incoming and intercampus mail. Pick up and process all outgoing mail accurately and in a timely manner.
• Handle all incorrect or returned mail following department guidelines, keeping supervisor informed.
• Respond to inquiries from faculty, staff, and students with friendly, solution-oriented customer service at all times, and demonstrating a positive, professional, and respectful demeanor representing Mail Services and the University, keeping supervisor informed as needed.
• Serve as principal resource and contact, particularly in the absence of manager, as it relates to all mail services, such as mail safety, best practices, and pricing.
• Train staff to perform shipping/receiving duties. Maintain training program for both internal and external mail staff.
• Maintain administrative databases, systems, and procedures by editing data from multiple sources for import.
• Run established billing reports for internal chargebacks and code invoices for submission.
• Identify service needs, resolve postal/scanning system issues, document mail route for the most efficient use of time, and recommend proactive solutions as needed to improve work efficiency and cost effectiveness.
• Assist with running, maintaining and problem solving all mail room equipment, making service requests and following up with service calls.
• Ensure mail room is properly stocked with all mailing and office supply items as well as mail equipment supplies.
• Maintain the appearance of the mailroom, keeping the area neat and tidy and ensuring equipment such as dollies, trucks, etc. are maintained in good condition.
• Seasonally assist manager in the dorm turnover and staging process. Including but not limited to assessing room conditions, submitting work orders, and maintaining documentation for these processes.
• May at times assist with dock operations and Facilities department. Performs other duties as assigned.

Working Conditions

• This position works on campus in Cambridge MA. Must be available during HLS peak times such as: holiday breaks, residence hall move-in/move-out dates, start of classes each semester and commencement. This position is designated with Critical/Essential Status for Harvard Law School (HLS), and expected to report to campus when needed during emergency situations and severe weather.
• May be required to adjust hours according to coverage and the needs of the university.

Physical Requirements

• Must be able to lift and or move loads of up to 75 lbs.
• May need to operate manual and/or motorized pallet jack.
• Must be able to move to and from various buildings, ascend/descend multiple sets of stairs and move from room to room on each floor.
• Must be able to withstand occasional temperature extremes.

Qualifications

Basic Qualifications Three or more years of related experience. Education beyond high school may count towards experience.

Additional Qualifications and Skills We are looking for people who have: Previous mail room experience, or years of experience in a proven fast-paced, high demand position. Ability to oversee and distribute work of team members, as needed, providing updates to supervisor. Proficiency in using a computer. Previous database management a plus. Familiarity with Pitney Bowes mailing systems a plus. Ability to exercise sound judgment in routine and critical situations. Strong communication, time management, and organizational skills. Ability to work both independently and on a team, managing multiple changing priorities with minimal supervision and ensuring mutual respect amongst team members. Customer service skills with a high level of professionalism and confidentiality. Strong attention to detail, reliability, and a service-oriented mindset.

Additional Information

Standard Hours/Schedule: 40 hours per week; Monday – Friday 8am - 5pm (see working conditions above for additional important details around peak times and essential personnel status)

Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening: Identity, Criminal

Work Format Details This position is based on-site at a Harvard campus location. Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.