Mail Management Coordinator

JOB PURPOSE & MISSION

The Mail Management Coordinator is responsible for overseeing the daily operations of the mailroom, ensuring that all incoming and outgoing mail is processed efficiently and accurately. This role requires excellent organizational skills, the ability to multitask, and a strong commitment to customer service.

Essential Job Functions include, but are not limited to:

1. Oversee daily mailroom operations, including sorting and distributing incoming and outgoing mail and packages.

• Ensure timely and accurate delivery of mail.

• Maintain records of mailroom activities.

• Monitor and improve mailroom efficiency.

2. Maintain and troubleshoot mailroom equipment.

• Manage mailroom supplies and inventory.

• Handle discrepancies and issues related to mail processing.

3. Coordinate with various departments for mail delivery.

• Coordinate with external mail and courier services.

• Prepare reports on mailroom operations.

4. Develop and implement mailroom policies and procedures.

• Ensure compliance with postal regulations.

• Monitor and improve mailroom efficiency.

5. Train and supervise mailroom staff.

6. Performs all other duties as assigned.

• Assist with special projects as needed.

JOB REQUIREMENTS

Experience

Required: none

Preferred: Previous experience in a mailroom or similar environment.

Education

Required: none

Preferred: High school diploma or equivalent

Certifications & Licensure

Required: none

Special Skills or Knowledge

Required: none

Preferred:

• Proficiency with mailroom equipment and software.

• Ability to lift and move heavy packages.

• Basic computer skills.

• Problem-solving abilities.

• Customer service orientation.

• Ability to work independently and as part of a team.

• Knowledge of postal regulations.

• Time management skills.

• Flexibility to adapt to changing priorities.

• Strong organizational skills.

• Excellent attention to detail.

• Ability to multitask and prioritize tasks.

• Good communication and interpersonal skills.

HIPAA & SAFETY REQUIREMENTS

HIPAA - Maintains knowledge of and adherence to all applicable HIPAA regulations appropriate to Job Position including but not limited to: Medical records without limitation both paper and electronic, patient demographics, lab and radiology results, patient information related to surgery or appointment schedules, information related to patient location, religious beliefs and/or public health records, medical records related to quality/data, patient financial information and/or 3rd party billing, patient-related complaints, research information, employee health records and/or employee prescriptions.

SAFETY - Maintains knowledge of and adherence to all applicable safety practices appropriate to Job Position including but not limited to: Incident reporting, PPE, exposure control plans, hand washing, environment of care, patient identification, administers medications, validates, transports, monitors or observes patients for procedures including infusion pumps, and monitors clinical alarms.

PERFORMANCE CRITERIA & STANDARDS

Everyday Excellence Values - Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.

• Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community.

• Takes initiative in living our Everyday Excellence values and vital signs.

• Takes initiative in identifying customer needs before the customer asks.

• Participates in teamwork willingly and with enthusiasm.

• Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care.

• Keeps customers informed, answers customer questions and anticipates information needs of customers

Corporate Compliance - Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines and the GHS Corporate Compliance Guidelines.

• Practices diligence in fulfilling the regulatory and legal requirements of the position and department.

• Maintains accurate and reliable patient/organizational records.

• Maintains professional relationships with appropriate officials; communicates honestly and completely; behaves in a fair and nondiscriminatory manner in all professional contacts.

Personal Achievement - Employee demonstrates initiative in achieving work goals and meeting personal objectives.

• Uses accepted procedures and practices to complete assignments. Uses creative and proactive solutions to achieve objectives even when workload and demands are high.

• Adheres to high moral principles of honesty, loyalty, sincerity, and fairness.

• Upholds the ethical standards of the organization.

Performance Improvement - Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.

• Optimizes talents, skills, and abilities in achieving excellence in meeting and exceeding customer expectations.

• Initiates or redesigns to continuously improve work processes.

• Contributes ideas and suggestions to improve approaches to work processes.

• Willingly participates in organization and/or department quality initiatives.

Cost Management - Employee demonstrates effective cost management practices.

• Effectively manages time and resources

• Makes conscious effort to effectively utilize the resources of the organization — material, human, and financial.

• Consistently looks for and uses resource saving processes.

Patient & Employee Safety - Employee actively participates in and demonstrates effective patient and employee safety practices.

• Employee effectively communicates, demonstrates, coordinates and emphasizes patient and employee safety.

• Employee proactively reports errors, potential errors, injuries or potential injuries.

• Employee demonstrates departmental specific patient and employee safety standards at all times.

• Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.