Mail Clerk

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Position Title:

Job Category:

Employment Type:

Job Profile:

Job Duties:

The Eagle Mail Center Clerk reports to the Associate Director for Operations and is responsible for the daily administration and strategic oversight of the residential mail process. This position is integral to the seamless delivery of secure, efficient, and accurate mail services for all campus residents, while also providing leadership and supervision for a dynamic team of student employees. The Clerk plays a critical role in service delivery, staff development, customer engagement, and operational excellence.

Key Responsibilities

• Mail Operations Management – 60%
  • Oversee the end-to-end process of receiving, processing, and distributing mail and packages from external vendors to residential students.
  • Conduct regular audits of mail distribution processes and procedures; recommend and implement updates in collaboration with the Associate Director.
  • Investigate and resolve issues related to undeliverable, misdirected, or unidentified mail items.
  • Manage the accurate and timely forwarding of mail for non-residential or former students, adhering to federal and institutional regulations.
  • Provide in-person service and mail center coverage during daily operations and high-volume periods (e.g., semester openings, Black Friday, Valentine's Day, election cycles).
  • Serve as a primary resource for interpreting and enforcing mail center policies; respond to questions and concerns, offering resolutions in consultation with the Associate Director.
  • Maintain consistent communication with key partners including USPS, UPS, FedEx (Ground and Express), SpeeDee, DHL, and Amazon regarding site access, policy compliance, and service expectations.
  • Coordinate operational needs with the campus central receiving office and other institutional partners, as needed.
  • Ensure proper documentation and secure disposal of mail-related records in accordance with university policy.
  • Uphold the overall physical and procedural security and maintenance of the Eagle Mail Center to ensure protection of student information and property during and after hours of operation. Report safety and/or behavioral concerns as required by protocol.

• Student Staff Leadership & Supervision – 30%
  • Recruit, hire, train, and supervise a team of student employees to support daily mail operations and customer service delivery.
  • Provide ongoing supervision, including regular meetings with lead staff and periodic check-ins with the broader team.
  • Facilitate monthly staff meetings to review operations, share updates, and address team needs.
  • Foster a collaborative, inclusive, and efficient work environment; mediate conflicts as necessary to ensure team cohesion.
  • Train staff on the use of the StarRez Package Tracking Module and maintain system accuracy and integrity.
  • Develop and manage work schedules, approve timecards, and ensure compliance with university payroll policies.

• Departmental Support & Campus Collaboration – 10%
  • Coordinate with campus departments and local agencies to facilitate voter registration efforts and mail-in ballot delivery services for student residents.
  • Monitor and respond to evolving mail delivery trends (e.g., same-day services, pre-move-in deliveries), offering proactive solutions to emerging needs.
  • Train/assist Residence Life front office staff in responding to questions about mail (email, walk-ins, phone calls, etc.)
  • Assist with broader housing and business operations projects as assigned by the Associate Director, contributing to departmental goals and service enhancement initiatives.

Physical Demands

• Ability to repeatedly lift up to 50 lbs
 

Working conditions and environment

• Requires a great deal of computer work and sitting.
• Repetitive movement of hands and fingers typing and/or writing
• Standard work hours are typically during regular business hours; however, this position requires flexibility to provide Mail Center coverage during evenings and weekends. Additional occasional evening and weekend hours may be necessary during high-demand periods such as residence hall move-in and move-out, building openings and closings, and other major campus events.

This position is not eligible for remote work.

Key Job Responsibilities:

Department:

Residence Life

Compensation:

$16.00 / hour

Required Qualifications:

• Minimum of high school diploma.
• Strong customer service skills.
• Ability to work independently and in a team or group setting.

Preferred Qualifications:

• Minimum of high school diploma.
• Strong customer service skills.
• Ability to work independently and in a team or group setting.
 

Preferred Qualifications

• Previous office/administrative work experience.
• Ability to plan, assign and supervise the work of student employees.
• Experience with mail handling and packing management.
• Demonstrated knowledge of residence hall environments (hotel, camps, conferences, etc.)
• Strong computer skills and ability to learn University computer hardware and software systems (Wings, PeopleSoft, StarRez, etc.).

Education:

How to Apply:

Please provide Cover letter and Resume

Contact Information:

Patrick Heise - pheise@uwlax.edu

Special Notes:

Application deadlines 
TO ENSURE CONSIDERATION: Priority consideration is given to those candidates who apply by the listed ‘First Review Date’. Applications received after that date may be considered at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources. 

Confidentiality of Applicant Materials 
UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request. 
 
CBC & Reference Check Policy 
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment. 

EEO Statement
Qualified applicants will receive consideration for employment without regard to color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or other bases as defined by federal regulations and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.