Mailroom Operations Manager

Basic Qualifications
Bachelor's degree or equivalent experience. 5 years or more of supervisory experience.
Additional Qualifications and Skills
We are looking for people who have:

• Ability to handle multiple tasks in a deadline-oriented environment.
• Must possess strong communication, organizational and problem-solving skills.
• Ability to negotiate effectively and successfully resolve customer service conflicts.
• Strong computer skills including experience with spreadsheet and word processing software packages (Windows, Microsoft Word, Access and Excel preferred).
• Experience working in a union environment, a university or college setting, or mail service industry desired a plus.
• Knowledge of mail equipment, such as meters and tracking systems a plus.

Additional Information
We regret that Harvard Law School is unable to provide visa sponsorship for staff positions.
All offers to be made by HLS Human Resources.
Position Description
As a Mailroom Operations Manager you will:

• Manage Mailroom operations and staff. Responsible for hiring, training, and evaluating the mail team, clearly communicating expectations, and distributing work equitably. Monitor performance, establish work schedules, assign tasks, and cross-train. Work alongside the team and cover work as needed due to any absences and during peak periods.
• Manage internal delivery routes and update according to business needs and internal address changes.
• Gather and maintain various mail room data for reports, complete month end management reports, maintain financial, personnel and administrative records.
• Manage, document, and modify administrative systems and procedures, identifying service needs, resolving postal/scanning system issues, documenting/modifying mail route for efficiency, and recommending proactive solutions if needed for the improvement of work efficiency and costs effectiveness.
• Be responsible for Mailroom equipment running, maintenance, and problem solving. Make service requests, follow-up service calls, and approve all service invoices. Create and document guidelines on operation of the mail room equipment and its functionality.
• Manage all aspects of customer service for mail and materials delivery. Respond to special requests and communicate with customers.
• Assist with the department budget and business plan.
• Responsible for maintaining Mailroom website and all associated software.
• Alert the Associate Director to any operational issues, including any problems with dock operations.
• Assist Facilities Management during the summer months as time allows, inspecting vacated dormitory rooms using a conditional report to identify/track repairs.
• Performs other duties as assigned.

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.
Physical Requirements

• Must be able to perform all duties in a facilities environment that includes exposure to loud noises, temperature extremes, inclement weather conditions, etc.
• Ascending, descending, moving, constantly repositioning oneself, etc. including moving and transporting objects weighing up to 75 pounds.
• Use of personal protective equipment and clothing when appropriate.

Job Summary
The Harvard Law School Facilities Management Office oversees the operation and maintenance of academic and residential buildings in a campus setting comprising of approximately 1.2M gsf.
The Facilities Management Office is responsible for all aspects of building operations while maintaining high standards for collaboration and dedication to customer service. A key member of the Facilities Management Office, the Mailroom Manager plays a primary role to manage all aspects of the Harvard Law School (HLS) Mail operations for both shipping & receiving, deliveries, dock operations (outsourced), and supervision of mail staff.
This position offers the opportunity to play a pivotal role in ensuring efficient mail and package operations, contributing to the overall success of the organization. This is a working manager that will assist with deliveries and pickups.
Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format Details
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, and the start of classes each semester. 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.
About Us
Be a part of excellence and leadership in legal education and scholarship at Harvard Law School. We are a community of talented people from diverse backgrounds, lived experiences, and perspectives, dedicated to advancing the cause of justice all over the world. We value our differences and our diversity as a source of strength. We are committed to developing and inspiring our students and our workforce. Whoever you are, whatever you do, however you do it, Harvard Law School is a place where you can thrive.