About the Position:
The Administrative Assistant I position will perform a variety of clerical duties that relate to the operation of Vanderbilt Mail Services at Vanderbilt University.
Vanderbilt University Mail Services provides the Vanderbilt community with an efficient and economical mail system that ensures quick and accurate delivery for both incoming and outgoing mail and packages. We are a vital link between the campus and the rest of the world. Whether we are delivering a care package of cookies from parents to a new student away from home for the first time, or processing the mailing of brochures that will send a department’s message across the country, we are committed to providing the highest level of care and services
About Vanderbilt University:
Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for “happiest students” - as well as #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”
Key Functions and Expected Performance:
SC Logic/Qtrak Software
• Makes mail folders for students
• Assigns PMB numbers to students, departments, faculty and staff
• Looks up packages by tracking number via telephone for students, parents, faculty, staff, USPS, and others
• Maintains records of mailboxes, past and present.
• Must have a good understanding and use of the SC Logic/Qtrak software (training provided)
• Bills out mailbox charges each semester
• Maintains mail forwarding for the SC Logic/Qtrak system
• Maintains a database of department contacts for mailboxes
Departmental Ordering of Supplies
• Orders supplies for metering machines, First-Year folders, address labels, general office supplies, kitchen/restroom supplies, gloves, cleaning supplies, uniforms, and other supplies as needed.
Daily Duties
• Answers phones and responds to messages to ensure customers questions/needs are being addressed in a timely manner.
• Tracks packages
• Updates mail and package forwarding information
• May help in other areas as needed, post office window, metering, receiving packages, package window, SC Logic/Qtrak system, or other jobs as needed
• Journal entries for credit cards, checks, cash, commodore card, mail charges
• Blanket PO’s, demand checks, billing, department time keeping, HR attendance records
• Filing, faxing, monthly reports
• Interacts with the director, supervisor, faculty, staff, students, parents, vendors, and customers
Supervisory Relationships:
This position does not have supervisory responsibilities. This position reports to the Director of Campus Services.
Education and Certifications:
• High school diploma or GED is necessary.
• Valid TN driver’s license is necessary.
Experience and Skills:
• 24 months of administrative support experience is necessary.
• 12 months of experience in a postal service environment is preferred
• Math skills to compute postage charges, shipping rates, and charges for other mail room services is necessary.
• Excellent organizational, listening and communication skills is necessary.
• Strong phone etiquette and customer service is necessary.