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Associate Director, Penn Mail Services - Division of Business Services


University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Employers By State in 2021.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn’s vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information. 

Posted Job Title

Associate Director, Penn Mail Services - Division of Business Services

Job Profile Title

Associate Director C

Job Description Summary

Reporting to the Senior Director of Business Services, the Associate Director of Mail Services is responsible for the planning, direction and coordination of all areas of mail production and service delivery. This consists of: operational leadership, scheduling, staff training and supervision (including unionized staff), cost containment and revenue generating activities. The Associate Director will also serve as the liaison to USPS on all administrative and operational practices.

Job Description


  • Responsible for the successful daily operations of the Mail Services Center.

  • Directly supervises 10 staff members, including 8 unionized Mail Carriers and 2 Operations Supervisors; and is responsible for their onboarding, ongoing training and professional development.

  • Work directly with Local 835 to interpret and ensure adherence to Penn’s labor agreement as well as University policies.

  • Ensure outstanding customer service to students, families, and the Penn community.

  • Maintain institutional communications with peer institutions directly through professional associations.

  • Responsible for developing ways to maximize operational efficiencies by evaluating mail routes, by optimizing carrier delivery and identifying new buildings to install smarter boxes.

  • Create PO’s, requisitions, participate in monthly financial reporting efforts, yearly closeouts and will lead RFP processes to identify new vendor opportunities as needed.

  • Serve as a knowledge base for Mail Services, eShip@penn and the Penn Personalship programs regarding best practices in mailing and shipping, billing and account management.

  • Manage contract relationships with several vendors including Mailroom Systems, Asendia, Samsara, Penn Transit, eShip Global, FRES, Pitney Bowes, USPS as well as with the express shipping carriers including UPS, FedEx and DHL for contract, account management and account related inquiries.

  • Collaborate with Residential Housing Services (RHS), Environmental Health and Radiation Safety (EHRS) department and the Office of Research Services (ORS) to ensure adherence to University and Federal shipping guidelines for international and hazardous packages.


  • Bachelor’s degree (master’s degree preferred) and hold mail industry certifications obtained from nationally recognized mail organizations or directly through USPS.

  • A minimum of 7-10 years’ professional mailing experience or an equivalent combination of knowledge, education and experience.

  • Experience in mail, shipping and/or logistics management required.

  • Supervisory and business experience managing operations in concert with profit and loss is essential and proven process improvement proficiency.

  • Must have demonstrated ability to establish and manage effective relationships with vendor partners, customers, USPS and various management levels.

  • Candidate must be skilled presenter of information with the ability to write and present decision briefs to University Leadership.

  • Proficiency in use of Microsoft Office software, ability to demonstrate customer service experience and to communicate both verbally and in writing a must.

  • Experience with managing union employees and union negotiation’s is a plus.

About Penn Mail Services

Penn Mail Services (PMS) processes outbound USPS mail, using high-capacity postal meters to print prepaid postage stamps and apply postage to outbound first-class mail and international mail. Penn Mail manages the University’s permit and business reply mailing accounts with USPS and Penn’s enhanced express shipping services for regulated shipments – eShip@penn and Personalship; Penn’s discounted shipping service for students, faculty and staff. Mail services is also responsible for daily pick-up, sorting and delivery of incoming first-class mail from USPS as well as the campus' intramural mail, including distribution of various campus publications on a weekly, bi-monthly and quarterly basis.

Targeted Pay Range: $51,824.00 - $81,165.00

This Targeted Pay Range is only applicable to this job posting. All salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Business Services

Pay Range

$51,824.00 - $78,096.00

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. 

Affirmative Action Statement 
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.


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