Operations Manager for Postal Services

The Operations Manager position in Postal Services oversees the daily postal operations of the Liberty University Green Hall Postal Facility and/or the Liberty University Student Mail Services Facility.

This position is responsible for the receiving, organizing, research, scanning, processing and distribution of all letter mail and packages serving the university including departments, vendors, other groups affiliated with the university, residential students and commuter student resources provided by Liberty University, ensuring that these items are handled accurately, quickly, and efficiently.

This position requires a working knowledge of multiple postal carriers, each with their own policies. As well as general postal policies and procedures in both the receiving capacities and the shipping capacities in which postal services operates for both domestic and international shipping standards and regulations. Remaining in communication with representatives from each carrier should a schedule or status update need to be communicated. Utilizing the shipping software, cashiering software and preparing daily cash deposits adhering to university protocol.

This position is essential in the staffing of the facilities. Involved in all aspects of hiring: posting job openings, reviewing resumes, class schedules, and other pertinent documents submitted by applicants. Interviewing potential new hires, orienting new hires with information packets, and implementing training programs providing knowledge of policies and procedures. Ensuring all areas of the facilities are appropriately staffed by creating and maintaining schedules, keeping track of timesheets and attendance, processing PTO requests and payroll timesheet approvals. Communicating any departmental or university changes as they may arise. Upholding work quality and performance standards by translating university goals into functional and individual goals. Developing, coordinating and enforcing university and department policies and procedures to meet productivity standards. Using coaching, counseling and encouraging positive workplace morale to foster team work. Working alongside staff to build mutual trust, respect and cooperation among team members to ensure departmental results.

This position oversees the day to day operations of postal services. All distribution of mail and packages being delivered to departments by route specialists. Work study staff processing and delivering mail and packages to residential students. Delegating assignments to the Floater position. Shipping specialist create labels and provide postage for outgoing shipments. Creating pleasant interactions and representing the university when answering phones, responding to emails or speaking in person to customers. Delivering excellent customer service to all departments and students. Instructing in postal processes for shipping outgoing packages. Working closely with departments to support their postal needs and providing software support to the departments as needed.

This position maintains quality standards by setting performance standards, documenting operational tasks, monitoring errors, creating departmental resources, analyzing data, recognizing trends, and reporting. As well as researching new postal practices, postal processing equipment and proposing recommendations that will further promote departmental standards and goals of the university. Continuing professional development with trainings and conferences to further technical knowledge and knowledge of postal industry and university postal applications. Using surveys to collect data about customer ratings. Making suggestions for improvements on processing and implementing changes to procedures as needed. Organizing team roles assessing for strengths of each employee to delegate tasks as suited for accomplishing departmental goals providing mentoring and coaching to develop current employees to raise job performance goals as reflected in job performance evaluations and implementing corrective action if needed.

This position interacts directly with the faculty, staff, parents and students of the university to provide information about postal processes. Whether answering questions, handling complaints or resolving grievances, each matter is handled with respect and efficiency to resolve the issue. Accomplishes department directives while maintaining the mission and values of both Liberty Postal Services and Liberty University.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Accomplish department objectives by managing staff and overseeing day to day operations.
• Maintain office efficiency by planning and implementing office systems and layouts.
• Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Interact with students, parents, staff, and faculty on a regular basis to answer any questions and help with any problems that arise.
• Ensure established procedures are followed throughout the facility.
• Provide information to faculty, staff, by telephone, in written form, e-mail, or in person.
• Communicate with people outside the university, representing the university to customers, vendors, and other external sources.
• Communicate with staff about departmental changes or regulation updates.
• Create and maintain schedules.
• Monitor timesheets, process PTO requests and approve timesheets for payroll using ADP timesaver software.
• Attend and participate in post office related meetings.
• Manage postal requirements and ensure compliance to regulations.
• Inspect all incoming mail and packages for damage or incorrect address and process appropriately.
• Sort all incoming mail or packages for departments or students to be distributed accordingly.
• Safely handle all packages ranging in weight from 1lb to 100lbs.
• Process and distribute mail for staff, and faculty and on campus students using SCLogic, internal package management software efficiently and accurately.
• Operate meter machine to accurately apply postage to outgoing letter mail.
• Sort, organize, and prepare shipments leaving the facility based on individual carrier regulations and policies.
• Oversight of outbound shipping and management of postal accounts.
• Maintain and manage rental boxes available to commuter students, staff, and faculty.
• Assist in handling insurance claims through UPS and FedEx.
• Serve as a liaison between the university and third-party mail and package carriers including USPS, UPS, FedEx, DHL, and others.
• Run and analyze reports to determine packages and mail due to be returned.
• Accurately process returned packages to their original sender based on carrier specifications.
• Prepare outgoing shipments by weighing, measuring, providing shipping options and placing appropriate postage or creating tracking label using the SendSuite program.
• Process customer payments using cashiering software, following university procedures.
• Prepare daily cash reports and deposits.
• Ensure that all necessary office supplies are in stock as needed.
• Order postage stamps using account with USPS
• Make office purchases by submitting a requisition in BuyLU or using a P-card.
• Submit work orders to properly maintain a safe work environment.
• Ensure all vehicles used by the department are maintained and kept up to date with all university requirements and policies.
• Ensure that all equipment is in good running condition.
• Able to troubleshoot all programs (SendSuite, SCLogic, Touchnet, Pitney Bowes meter machine)
• Able to trouble shoot equipment (copiers, printers, computers, scanners, handled mobile devices and the meter machine)
• Collect data for monthly KPI’s (key point Indicators) and any other data as necessary for benchmarking and other purposes.
• Maintain quality control by monitoring errors and implementing corrective actions to procedures as needed.
• Propose improvements that will further the departmental goals of efficiency and customer service.
• Continue professional development with trainings and conferences.
• All Work Study, Postal Specialist, Route Specialist tasks as needed.
• May perform other duties as needed to support the department or university.

SUPERVISORY RESPONSIBILITIES  

This position is responsible for full time staff and work study staff in one of two facilities.

• Organize and supervise activities such as the processing of incoming and outgoing mail.
• Maintains office services by organizing office operations and procedures.
• Maintains office staff by recruiting, selecting, orienting, and training full time and work study staff.
• Creates and maintains schedules; keeps track of employee attendance, processes PTO requests and approves payroll timesheet using ADP timesaver software.
• Handles complaints, settling disputes, and resolving grievances and conflicts with employees, students, parents or customers.
• Performance management of all employees, delivery goals and expectations and measuring performance, following up on work results; executing evaluations.
• Maintains staff performance results by training, coaching, and counseling while adhering to the disciplinary processes for all employees.
• Encouraging and building mutual trust, respect, and cooperation among team members, departments and throughout the university.
• Ensures all staff has necessary tools to perform job expectations.
• Keeps upper management informed of any pertinent information.

QUALIFICATIONS AND CREDENTIALS

Education and Experience

• Proficiency in Microsoft Office tools including Word, Outlook, and Excel
• High School Diploma Required
• Excellent customer service skills
• Extensive knowledge of mail procedures and regulations
• Demonstrated leadership in a Post Office environment
• Ability to develop a working knowledge of SCLogic Management Software
• Working knowledge of Pitney Bowes shipping and processing software
• Generating reports and analyzing data

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Communication and Comprehension

• Ability to effectively communicate both verbally and in writing to convey clear, well-articulated information.
• Ability to understand, speak, and write English to convey messages and correspond in an articulate and professional manner.
• Possess public communication skills that allow professional representation of Liberty University to a variety of business and community customers and associates.
• Excellent computer skills.

Problem Solving

• Intuitively able to reason, analyze information and events, and apply judgment to solve problems of both a routine and complex nature.

Physical and Sensory Abilities

• Required to travel to local and campus locations as well as industry conferences.

• Frequently required to sit for extended periods to perform deskwork or type on a keyboard. 
• Regularly required to hear and speak to effectively communicate orally.
• Required to stand, walk, and climb stairs to move about the building.
• Handle materials, reach overhead, kneel or stoop in order to conduct business.
• Regularly lift 50 or fewer pounds.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is indoors in a climate-controlled environment and outdoors as needed.  It is well lighted, and the noise level is moderate.  There will be, on occasion, times which may result in work outside, but the primary environment will be inside.   

Driving Requirements

Regular driving of university vehicles may be required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insurance is required.

Target Hire Date

2025-10-07

Time Type

Full time

Location

Lynchburg - In Office

The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.