ROLE TITLE: College Postal Operations Manager
POSITION REPORTS TO: Director of Retail Operations
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Summary of Position
This position reports to the Director of Retail Operations. The Campus Postal & Mailroom Operations Manager oversees all mail and package operations at Allegheny College, including processing, distribution, and customer service. As a key member of the Retail Operations team, which includes Merriman Campus Store and Print Shop, this position manages day-to-day postal services, ensures compliance with USPS and other carrier regulations, and supports campus-wide logistical functions. Cross-training across mail, retail, and print areas ensures flexibility and robust coverage. This fast-paced role demands strong organizational skills, regulatory knowledge, and a service-oriented mindset.
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As the Campus Postal Operations Manager, you will:
- Mail & Package Processing – Oversee the full lifecycle of inbound and outbound mail and packages for the College. This includes receiving, sorting, scanning, and distributing items from USPS, UPS, FedEx, Amazon, and other carriers. Supervise and train student employees in mailroom procedures, customer service, and safety protocols to suppor consistent operations and skills development. Ensures staff coverage during peak times and communicates priorities and tasks effectively to student workers. Ensure that student, faculty, and departmental deliveries are processed accurately and routed in a timely manner. Directly responsible for Chain of Custody for all accountable mail. Implement and maintain systems to track and verify deliveries, and proactively address delivery discrepancies, undeliverable items, or delayed shipments. Coordinate bulk mailings and campus-wide notifications when necessary.
- Customer Service & Retail Transactions – Serve as the primary point of contact at the Campus Post Office window, providing professional and courteous service to a diverse campus community. Assist students, faculty, staff, and visitors with inquiries, mailing options, package pickups, and general postal needs. Process retail transactions for postage, mailing supplies, and services using College-approved POS systems. Effectively communicate mailing policies and procedures, and support users in navigating USPS forms and shipping classifications.
- Recordkeeping, Billing & Compliance – Maintain detailed and accurate records of all departmental mail charges, chargebacks, and usage reports. Monitor and reconcile postage meter balances, USPS permit accounts, and shipping carrier accounts. Ensure compliance with USPS and other regulatory bodies by staying up to date on mailing rules, rate changes, and documentation requirements. Prepare and submit required reporting for audits and departmental reviews. Support College finance processes through accurate and timely billing reconciliation.
- Inventory & Supply Management – Track and maintain inventory levels of stamps, shipping forms, packaging materials, and other essential mailing supplies. Conduct routine supply audits and reorder stock to maintain consistent availability, avoiding service disruption. Organize and maintain storage areas for efficiency and safety. Coordinate supply needs with other departments (e.g., Print Shop) during peak periods. Maintain vendor relationships for supply ordering and ensure timely delivery of critical materials.
- Carrier & Vendor Coordination – Act as the primary liaison between the College and external mailing and logistics partners including USPS, UPS, FedEx, Amazon, Pitney Bowes, and Quadient. Schedule carrier pickups, evaluate and recommend hardware and software to increase operational efficiencies, and manage service agreements as needed. Troubleshoot delivery and system issues, escalate service disruptions, and implement process improvements. Stay current on carrier tools and software and ensure consistent, up-to-date communication with all vendors to support campus-wide shipping needs. This includes managing communications and contingency plans during scheduled or unscheduled service disruptions, such as power outages, weather-related issues, or campus events that may impact mail delivery or access.
- Campus Logistics & Mailroom Coordination – Manage logistical support for campus mail and package delivery operations, including the handling of heavier parcels (25–50 lbs) and time-sensitive items. Coordinate schedules as needed, especially during periods of high volume (e.g., fall move-in, commencement, holidays). Maintain student mailbox database and update assignments in response to enrollment changes, withdrawals, or leaves of absence. Provide cross-functional support to the Retail Operations team—including Print Shop and Campus Store—during major campus events or staffing shortages, ensuring continuity of service.
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Experience and Qualifications
- Associate’s or vocational/technical school degree required, Bachelor’s degree preferred
- 1 – 3 years experience
Required Knowledge of
- General knowledge of USPS regulations, internal College mailing policies, and standard operating procedures for mailrooms in higher education settings.
- Proficient in Google Workspace (Mail, Drive, Calendar), MS Office (Word, Excel, PowerPoint), and familiar with postage meter and CRM software.
- A background working with major carriers (UPS, FedEx, Amazon, Pitney Bowes, Quadient) is preferred.
Required Skills in
- Exceptional organizational and multitasking abilities are essential for managing fast-moving mailroom activity.
- The role demands strong customer service skills for face-to-face and phone interactions, including retail transactions.
- Key strengths include detail-orientation, recordkeeping accuracy, problem-solving, and effective communication—both written and verbal.
Required Abilities
- Ability to manage interruptions and variable workloads, demonstrate self-direction while collaborating effectively with team members, and consistently maintain confidentiality regarding sensitive mail and data.
- They should be able to learn and master new technology, adjust to evolving operational needs, and contribute to process improvements that enhance efficiency and user satisfaction.
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YOUR COMPENSATION
New hires are typically brought into the organization at a salary between the range minimum and the salary range midpoint depending on qualifications, internal equity, and the budgeted amount for the role.
The expected hourly starting range for this position is $25.00 per hour.
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THE HIRING PROCESS
Please submit a cover letter, resume, and provide contact information for three references to the Office of Human Resources, Allegheny College, 520 N. Main Street, Meadville, PA 16335 or by e-mail to employment@allegheny.edu. Review of applications will begin immediately and will continue until the position is filled. An offer of employment is contingent upon the successful completion of a background check.
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ALLEGHENY COLLEGE
Allegheny College, founded in 1815, is one of the nation’s oldest and most innovative four-year colleges where multidisciplinary learning breaks the conventional mold. It is one of the few colleges in the United States with a unique requirement to choose both a major and minor for graduation, to provide students with a cross-disciplinary path in the sciences and humanities for educational depth and intellectual growth. Located in Meadville, Pennsylvania, Allegheny College is one of 44 colleges featured in Loren Pope’s “Colleges That Change Lives.” In its 2025 rankings, U.S. News & World Report recognized Allegheny College as one of the country’s 100 top national liberal arts colleges — and including in the top 25 Undergraduate Teaching, Undergraduate Research/Creative Projects, First-Year Experience, and Senior Capstone.
Allegheny’s undergraduate residential education prepares students for successful, meaningful lives by promoting students’ intellectual, moral, and social development and encouraging personal and civic responsibility. Allegheny’s faculty and staff combine high academic standards and a commitment to the exchange of knowledge with a supportive approach to learning. Graduates are equipped to think critically and creatively, write clearly, speak persuasively, and meet challenges in a diverse, interconnected world. Allegheny College is deeply committed to creating an inclusive community that actively challenges racism, sexism, heterosexism, religious bigotry, and other forms of bias (see Allegheny College Statement of Community).
Allegheny College is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. The College does not discriminate, and will not tolerate discrimination on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, age, creed, national/ethnic origin, ancestry, veterans, handicap or disability as those terms are defined under applicable law, or members of other underrepresented groups.
Allegheny College is committed to providing access, equal opportunity and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact the Director of Human Resources
Visit the Allegheny College Web Site at www.allegheny.edu
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posted 07/24/2025