The University of Texas at Austin
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.
Vendor & Contract Coordination
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.
Process Improvement & Reporting
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.
Complex Logistics & Special Projects
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.
Compliance and Administrative Support
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.
4 years of experience in a mailroom or logistics role.
Preferred Qualifications
Associate degree in Business Administration, Logistics, or related field.
Certified Mail and Distribution Systems Manager (CMDSM).
HIPAA training certification.
5 or more years of experience in a healthcare or high‑volume mailroom environment.
Salary Range $40,000 + depending on qualifications.
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.
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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.
Vendor & Contract Coordination
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.
Process Improvement & Reporting
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.
Complex Logistics & Special Projects
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.
Compliance and Administrative Support
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.
4 years of experience in a mailroom or logistics role.
Preferred Qualifications
Associate degree in Business Administration, Logistics, or related field.
Certified Mail and Distribution Systems Manager (CMDSM).
HIPAA training certification.
5 or more years of experience in a healthcare or high‑volume mailroom environment.
Salary Range $40,000 + depending on qualifications.
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.
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