Mail Operations Manager

The Mail Operations Manager provides leadership and strategic oversight for all student housing, health systems, and academic mail operations across the University. This role ensures that mail and package services are reliable, efficient, and aligned with the University's mission of supporting students, faculty, and staff. The Manager oversees daily operations, staff management, compliance with postal regulations, vendor relationships, and customer service initiatives while driving innovation and process improvement.

Responsibilities

Strategic Leadership

• Provide vision and direction for all mail services.
• Develop and implement operational strategies that prioritize efficiency, customer service, and compliance.
• Collaborate with key leadership to align services with needs.

Operations Management

• Oversee daily mail and package processing, delivery, and distribution to student housing, academic buildings, administrative offices and health systems.
• Ensure compliance with USPS and carrier regulations, as well as University policies.
• Implement technologies and systems that streamline mail tracking, student notifications, and delivery accuracy.
• Collaborate with the Print Mailroom to coordinate services and ensure seamless processing of print-to-mail projects.
• Optimize workflows to manage peak volumes during move-in, holidays, and other critical times.
• Collaborate with other departments (including Facilities, Housing, Dining, and Print) to resolve service challenges and implement process improvements.
• Serve as a point of escalation for complex service issues, ensuring timely resolution and client satisfaction.
• Develop and maintain standard operating procedures (SOPs), training guides, and resources to ensure consistency and efficiency.
• Perform special projects, tasks, cross-training, and other duties as assigned.

Staff & Resource Management

• Lead, mentor, and develop a team of professional staff, supervisors, and student workers.
• Conduct regular team meetings, one-on-ones, and feedback sessions to foster professional growth and continuous improvement.
• Manage staffing plans, scheduling, training, and professional development.
• Oversee budget planning, expense management, and resource allocation.

Customer Experience & Engagement

• Foster a culture of responsive and professional customer service for students, faculty, and staff.
• Address escalated service issues with professionalism and problem-solving.
• Promote awareness of mail and package services through communication campaigns, workshops, presentations, and collaborations.

Innovation & Continuous Improvement

• Monitor industry trends and emerging technologies to improve service delivery.
• Evaluate current processes, identifying opportunities for sustainability, cost savings, and efficiency.
• Lead initiatives to reduce undeliverable mail, missing packages, and streamline interdepartmental deliveries.

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Minimum Requirements

• Bachelor's degree
• Four years of increasingly responsible management and administrative responsibility is required. Two years of supervisory experience is required. Relevant exempt level experience may substitute for a degree.

Preferred Qualifications

• Experience in higher education or a large organizational mailroom environment is preferred.
• Strong knowledge of USPS postal regulations and mail/package handling best practices.
• Proven computer proficiency, including Microsoft Office Suite, mail/package tracking software, automation systems, and list postal processing software.
• Ability to drive a van or box truck with a safe driving record
• Excellent communication, organizational, and customer service skills.

The anticipated hiring range is $75,000 - $85,000 annually, commensurate with education and experience.

This is an exempt-level, benefited position. Learn more about UVA benefits.

This position is based in Charlottesville, VA, and must be performed fully on-site.

Work Environment

• Combination of fast-paced office, production, and mailroom environments
• Evening and weekend availability may be required during peak times (such as student move-in)

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application review will begin after September 19, 2025.

Background checks will be conducted on all new hires prior to employment.

This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply

Please apply online, by searching for requisition number R0076315. Complete an application with the following documents:

• Resume

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Apply through your Workday profile by searching "Find Jobs."

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Contact

Recruiter Contact:

• For questions about the application process, please contact Melanie Sponaugle, unw5dq@virginia.edu.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.