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Duke University Job Description: |
Job Title: LEAD, CAMPUS MAIL SERVICES |
Job Code: 0709 |
FLSA: E |
Job Level: 09 |
Revised Date: 02/12/2024 |
Job Family: JF 03 |
Perform various duties and tasks within the Student and Health Mailbox Center. Responsible for prioritizing the inbound workload for respective areas. Provide clerical support and assist with special work assignments. Relieve supervisor and follow up on day to day operations. Work closely with department staff including student workers to maintain an efficient operation.
Prioritize workload and set-up work assignments. Review work and assist in the training of lower level employees and other staff. Work closely with FWS student workers to assist with daily tasks and assignments, such as work window counter, staging packages, pitching student mail into mailboxes.
Assist with processing inbound packages from the Central Mail hub location. Receive and scan packages to stage packages in Student Mailbox Center-SMC and send e-mail notifications to students. Perform scans of packages and send out reminder notices to students about packages. Work in unison with team to stage small and large packages in respective staging areas.
Proficient with the SC Logic package tracking system and proven ability to navigate through the package tracking software. Screen and take customer calls/inquiries and triage or problem-solve package deliveries for students and internal departments.
Research US Mail and packages for students and patients. Look-up and research any inbound packages using platforms and private carrier websites (e.g. U.S. Postal Service, Federal Express, UPS, etc.) to track whereabouts of packages.
Work on end of year close-out of mailboxes for graduating seniors mail and packages. Make labels and envelopes for mailboxes, clean up mailboxes and remove labels. Cleanout mailboxes, divert junk mail and forward only First-Class mail as required.
Assist with the First-year mailbox assignments and coordinate related activities (e.g. print labels, affix labels on mailboxes. Prepare for new key assignments and obtain report or excel spreadsheet. Make labels, envelopes and set up keys for FY students. Set-up trays for mailbox keys in numeric order by box number.
Learn the various aspects of the Family Educational Rights and Rights Acts - FERPA laws regarding students and their privacy limitations. Additionally, be familiar with Health Information Privacy Accountability Act - HIPAA laws regarding patient information.
Assist with loading packages into the Smart (Intelligent) Locker system. Familiarize with all many aspects of package distribution and utilizing the system. Set-up express packages (Overnight, 2nd Day, etc.), medication and boxes into parcel lockers.
Work with Central mail hub location to expedite packages not picked-up by students. Send e-mails to students to have shipping labels for private carriers to return packages to recipients. Work with CMS management team to ensure stale packages are returned in accordance to private carriers.
Responsible for the maintenance and upkeep of the Mailbox Keys for both entities and facilities. Maintain inventory of blank keys to replace keys as required. Assist with training an using key machines. Keep up with stock of key blanks and order locks and keys as required.
Work with Supervisor to provide back-up coverage for both Student and Health Mailbox Centers. Discuss priorities and/or workload or projects. Carry out any tasks and/or work assignments. Provide updates to CMS management team.
Perform other mail related duties incidental to the work described herein.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
| Education/Training: | Work requires knowledge of basic grammar, mathematical and clerical principles normally acquired through a high school education. Any prior mail handling experience working in a mail center (corporate/university) environment preferred. |
| Experience: | Work requires three years of related clerical/office support experience to become familiar with accepted office organization, accounting and communications practices. Good organizational skills and ability to multitask effectively. |
| Skills: |
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The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, (including pregnancy and pregnancy related conditions), sexual orientation, or military status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.