Position Summary

The Mailroom Assistant supports the Jean and Alexander Heard Library system through responsibility for the accurate and timely pickup, packaging, sorting, transportation, shipping, and local delivery of library mail and materials, including faculty delivery via walking route. Additional responsibilities include the prompt transport of urgent deliveries (hand deliveries) and serving as a contingency driver utilizing the VU vehicle. This position reports directly to the Facilities and Mailroom Manager.

About The Work Unit

The Jean and Alexander Heard Libraries at Vanderbilt University bring together nine distinctive libraries and two off-site storage facilities, all working in concert to support discovery, innovation, and lifelong learning. This role contributes to that mission by collaborating with departments across technical services, scholarly communications, IT infrastructure, and digital scholarship.

At the heart of our work is a commitment to creating a welcoming and inclusive environment—one that inspires curiosity and fosters meaningful connections across the Vanderbilt community. The libraries serve as dynamic hubs where faculty, students, staff, and alumni come together to explore ideas, pursue research, and share knowledge. We also take pride in being a workplace that values continuous growth, encouraging every team member to expand their expertise and stay at the forefront of emerging trends in librarianship, ensuring our libraries remain vibrant, relevant, and forward-thinking centers of scholarship.

The Jean and Alexander Heard Libraries are fundamental to the university’s goal of advancing scholarship and learning. We collect, preserve and make accessible a wide variety of resources, we partner with faculty and students to shape research, and we encourage the development of informed scholars and engaged citizens.

Key Functions And Expected Performance

Responsible for the daily operations and services of the mailroom of the Heard Library (419 21st Avenue South).
Coordinate mailroom operations to ensure timely and efficient processing and delivery for external pickups, including Inter-library Loan courier services, U.S. Mail, UPS, and FedEx. Maintain flexibility in schedule to aid with urgent requests.
Responsible for accurate and timely mail pickups, sorting, transport, and deliveries prompted in the Vanderbilt Library Systems and as assigned by the Facilities Coordinator and the Lead Messenger.
Answer inquiries regarding incoming and outing packages.
Prepare itemized USPS documentation for library items sent to Station B post office.
Schedule FedEx and DHL pickups for staff as needed.
Package items securely for shipping.
Maintain a minimum of two daily pedestrian rounds to library units according to the schedule.
Maintain a minimum of one pedestrian route for Faculty delivery as needed.
Provide clear, accurate, professional verbal and written communication with staff, faculty, guests, and service representatives regarding library mailroom operations and services.
Distribute packaging material and boxes to all assigned faculty.
Serve as Better World Books representative for the Library.
Serve as contingency library messenger in the absence of the Lead Library Messenger.
Responsible for setting up facilities —including tables, chairs, and other necessary equipment—as requested by the Facilities Manager for meetings and conferences. Also provides support for smaller events as needed for Community Room.
Perform other duties as assigned.

Supervisory Relationships

Reports to the Facilities and Mailroom Manager

Education And Certifications

NA

Experience And Skills

Strong customer service skills are necessary.
Ability to work well with others and to communicate effectively is necessary.
Ability to consistently lift items up to 50 lbs. is necessary.
Current valid Tennessee driver’s license is necessary.
Proficient in operating an extended cab van and safely navigating routes throughout the campus is necessary.

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