Mailroom Assistant, Library Mailroom and Messenger Service - VTS

Position Summary:

Responsible 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)

o Serves as the Liasson for guests at the loading dock entrance.

o Monitors Mailroom area security.

• Serves as contingency library messenger in the absence of the Lead Library Messenger.

o Must maintain current valid Tennessee driver’s license and be able to drive the VU vehicle.

o Follows messenger route as set by Library Administration.

• 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.

• Maintains a minimum of two daily pedestrian rounds according to the schedule.

o Divinity/Kesler Library

o Office of Interlibrary Loan

o Science Library

o McGee and Unity group

o Slave Society

o Office of University Librarian

o Circulation Desk

o Bibliocommons

• Maintains a minimum of one pedestrian route for Faculty delivery as schedule and weather permits.
  

o Buttrick

o Benson

o Garland

o Kirkland

o Ingram

o Wilson Hall

o Furman

• Responsible for setting up meetings —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 and Gallery.

o Occasionally assist with Library furniture and equipment transport/relocations.

o Must be able to lift 50 lbs. consistently.

• Coordinates mailroom operations to ensure timely and efficient processing and delivery for external pickups, including ILL courier services, U.S. Mail, UPS, and FedEx. Maintains flexibility in schedule to aid with urgent requests.

• Responsible for clear, accurate, professional verbal and written communication with staff, faculty, guests, and service representatives regarding library mailroom operations and services.

• Prepares itemized USPS documentation for library items sent to Station B.

o Occasionally schedule FedEx and DHL pickups for staff.

o Able to answer inquiries regarding incoming and outing packages.

• Responsible for packaging items securely for shipping.

o Tracks and archives records of UPS shipments.

o Creates UPS labels.

• Serves as Better World Books representative.

o Retrieval of packed boxes

o Printing labels

o Shipping and keeping statistics of volumes shipped.

• Responsible for the distributing of packaging material and boxes to all assigned faculty.

• Performs other duties as assigned.
  

Supervisory Relationships:

Reports to the Facilities and Mailroom Manager