About the Position:

The Administrative Assistant for the Mail Services department will perform a variety of administrative duties to support the operations of the work unit.

Vanderbilt University Mail Services provides the Vanderbilt community with an efficient and economical mail system that ensures quick and accurate delivery for both incoming and outgoing mail and packages. We are a vital link between the campus and the rest of the world. Whether we are delivering a care package of cookies from parents to a new student away from home for the first time or processing the mailing of brochures that will send a department’s message across the country, we are committed to providing the highest level of care and services

About Vanderbilt University:

Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for “happiest students” - as well as #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

Duties and Responsibilities

• Makes mail folders for students
• Assigns PMB numbers to students, departments, faculty, and staff
• Looks up packages by tracking numbers via telephone for students, parents, faculty, staff, USPS, and others
• Maintains records of mailboxes, past and present.
• Must have a good understanding and use of the SC Logic software (training provided)
• Bills out mailbox charges each semester
• Maintains mail forwarding for the SC Logic system
• Maintains a database of department contacts for mailboxes
• Orders supplies for metering machines, address labels, general office supplies, kitchen/restroom supplies, gloves, cleaning supplies, uniforms, and other supplies as needed.
• Answers phones and responds to messages to ensure customers questions/needs are being addressed in a timely manner.
• Tracks packages
• Updates mail and package forwarding information
• May help in other areas as needed, post office window, metering, receiving packages, package window, TZ system, or other jobs as needed
• Journal entries for credit cards, checks, cash, commodore card, mail charges
• Blanket PO’s, demand checks, billing, department time keeping, HR attendance records
• Filing, faxing, monthly reports
• Interacts with the director, supervisor, faculty, staff, students, parents, vendors, and customers

Supervisory Relationships :

This position does not have supervisory responsibilities. This position reports to the Associate Director of Mail Services.

Qualifications

• High school diploma or GED is necessary.
• Valid TN driver’s license is necessary.

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

Vanderbilt is a community of talented and diverse staff & faculty!

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville , Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

• Working and growing together as a community of communities... we are One Vanderbilt .
• Providing a work environment where every staff and faculty member can be their authentic and best self , while providing the resources and opportunities to learn and grow.
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

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Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University requires all employees to (1) participate in any required on-campus COVID-19 testing protocol as may then be in effect, or (2) show proof of full vaccination against COVID-19.