The University of Texas at Austin
Job Posting Title:
Senior Mail Room Coordinator
Hiring Department: Dell Medical School
Position Open To: All Applicants
Weekly Scheduled Hours: 40
FLSA Status: Non-Exempt
Earliest Start Date: Immediately
Position Duration: Expected to Continue
Location: AUSTIN, TX
Job Details The Senior Mail Room Coordinator is responsible for managing complex mailroom operations across multiple sites within UT Health Austin. This role ensures compliance with regulatory standards, coordinates vendor relationships, and leads process improvement initiatives. The Senior Coordinator handles escalated issues, oversees large-scale mail projects, and serves as the subject matter expert for mailroom operations. Reporting to the Manager of Facilities, this position plays a key role in optimizing mailroom efficiency and supporting organizational continuity.
Responsibilities
Executes and monitors high-volume mail processing across multiple locations.
Handles escalated issues involving sensitive, confidential, or high-value deliveries.
Develops and maintains mailroom procedures and compliance documentation.
Ensures adherence to HIPAA and organizational confidentiality standards.
Coordinates urgent or specialized mail requests for critical departments.
Serves as primary liaison for USPS, FedEx, UPS, and other courier vendors.
Coordinates service agreements and monitors vendor performance metrics.
Resolves complex shipping issues and ensures regulatory compliance.
Tracks vendor invoices and reconciles billing discrepancies.
Maintains documentation for vendor relationships and service-level agreements.
Leads initiatives to improve mail handling efficiency and accuracy across multiple sites.
Analyzes mailroom metrics and prepares monthly performance reports for leadership.
Implements technology solutions for mail tracking and inventory management.
Identifies operational bottlenecks and develops corrective action plans.
Benchmarks mailroom operations against industry standards for continuous improvement.
Manages large-scale mail merges, seasonal mailings, and urgent bulk distributions.
Coordinates interdepartmental logistics for events, relocations, and special projects.
Oversees secure transport of sensitive documents during organizational transitions.
Supports disaster recovery planning for mail services and continuity of operations.
Partners with Facilities and Supply Chain for integrated logistics solutions.
Maintains advanced logs and compliance documentation for audits and reporting.
Participates in organizational audits and quality assurance reviews.
Advises leadership on mailroom resource allocation and cost-saving strategies.
Ensures compliance with HIPAA, OSHA, and internal confidentiality protocols.
Develops and updates training materials for compliance and operational standards.
Required Qualifications
High school diploma or GED.
Four years of experience in a mailroom or logistics role.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Associate degree in Business Administration, Logistics, or related field.
Certified Mail and Distribution Systems Manager (CMDSM).
HIPAA training certification.
Five or more years of experience in a healthcare or high-volume mailroom environment.
Salary Range $40,000 + depending on qualifications
Working Environment / Equipment
Standard office equipment.
Repetitive use of a keyboard.
Must possess a valid driver’s license and be able to operate a motor vehicle as part of job-related duties.
Required Materials
Resume/CV.
Three work references with their contact information; at least one reference should be from a supervisor.
Letter of interest.
Equal Opportunity Employer The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
Pay Transparency The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Employment Eligibility Verification If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
E-Verify The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
E-Verify Poster (English and Spanish) [PDF]
Right to Work Poster (English) [PDF]
Right to Work Poster (Spanish) [PDF]
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Hiring Department: Dell Medical School
Position Open To: All Applicants
Weekly Scheduled Hours: 40
FLSA Status: Non-Exempt
Earliest Start Date: Immediately
Position Duration: Expected to Continue
Location: AUSTIN, TX
Job Details The Senior Mail Room Coordinator is responsible for managing complex mailroom operations across multiple sites within UT Health Austin. This role ensures compliance with regulatory standards, coordinates vendor relationships, and leads process improvement initiatives. The Senior Coordinator handles escalated issues, oversees large-scale mail projects, and serves as the subject matter expert for mailroom operations. Reporting to the Manager of Facilities, this position plays a key role in optimizing mailroom efficiency and supporting organizational continuity.
Responsibilities
Executes and monitors high-volume mail processing across multiple locations.
Handles escalated issues involving sensitive, confidential, or high-value deliveries.
Develops and maintains mailroom procedures and compliance documentation.
Ensures adherence to HIPAA and organizational confidentiality standards.
Coordinates urgent or specialized mail requests for critical departments.
Serves as primary liaison for USPS, FedEx, UPS, and other courier vendors.
Coordinates service agreements and monitors vendor performance metrics.
Resolves complex shipping issues and ensures regulatory compliance.
Tracks vendor invoices and reconciles billing discrepancies.
Maintains documentation for vendor relationships and service-level agreements.
Leads initiatives to improve mail handling efficiency and accuracy across multiple sites.
Analyzes mailroom metrics and prepares monthly performance reports for leadership.
Implements technology solutions for mail tracking and inventory management.
Identifies operational bottlenecks and develops corrective action plans.
Benchmarks mailroom operations against industry standards for continuous improvement.
Manages large-scale mail merges, seasonal mailings, and urgent bulk distributions.
Coordinates interdepartmental logistics for events, relocations, and special projects.
Oversees secure transport of sensitive documents during organizational transitions.
Supports disaster recovery planning for mail services and continuity of operations.
Partners with Facilities and Supply Chain for integrated logistics solutions.
Maintains advanced logs and compliance documentation for audits and reporting.
Participates in organizational audits and quality assurance reviews.
Advises leadership on mailroom resource allocation and cost-saving strategies.
Ensures compliance with HIPAA, OSHA, and internal confidentiality protocols.
Develops and updates training materials for compliance and operational standards.
Required Qualifications
High school diploma or GED.
Four years of experience in a mailroom or logistics role.
Relevant education and experience may be substituted as appropriate.
Preferred Qualifications
Associate degree in Business Administration, Logistics, or related field.
Certified Mail and Distribution Systems Manager (CMDSM).
HIPAA training certification.
Five or more years of experience in a healthcare or high-volume mailroom environment.
Salary Range $40,000 + depending on qualifications
Working Environment / Equipment
Standard office equipment.
Repetitive use of a keyboard.
Must possess a valid driver’s license and be able to operate a motor vehicle as part of job-related duties.
Required Materials
Resume/CV.
Three work references with their contact information; at least one reference should be from a supervisor.
Letter of interest.
Equal Opportunity Employer The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
Pay Transparency The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
Employment Eligibility Verification If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
E-Verify The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
E-Verify Poster (English and Spanish) [PDF]
Right to Work Poster (English) [PDF]
Right to Work Poster (Spanish) [PDF]
#J-18808-Ljbffr