Mail Services Lead - Military veterans preferred

Mail Services Lead

ID: 001380SR
JOB FUNCTION: General Administration
LOCATION: Cambridge
WORK FORMAT: Fully On-site
JOB TYPE: Full-time
BRAND: Harvard Law School

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Law School?

Join a community that combines excellence in legal education and scholarship with a deep commitment to justice. Here at Harvard Law School (HLS), you’ll find an environment that values who you are and encourages you to grow, inspire others, and make a meaningful impact. Wherever you are in your career journey, HLS is a place where you can thrive, contribute, and be part of something bigger.

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.

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.

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.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university’s non-discrimination policy. Harvard’s equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Equal employment opportunity, including veterans and individuals with disabilities.

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