Detailed Job Description
Under the general supervision of the Manager of Admissions Mail and Call Center Operations, the Admissions Mailroom Coordinator oversees processing of all daily physical mail, telephone, and electronic inquiries to the Admissions Office, distribution and tracking of application materials to the Admissions staff, and processing, packaging, and tracking of all daily in-house and out-sourced mailings, all mass mailings, and all display booth shipments for Admissions. Maintains current knowledge of postal and customs regulations and applies to all mailings. Manages and operates Neopost mail equipment, Satori software and HiPath Procenter Enterprise software. Responsible for phone and electronic quality assurance delivered by work-study staff. Responsible for tracking and documentation of both office and warehouse inventory for all Admissions brochures and recruitment materials. Helps to supervise and coordinate the work of 4 student employees and temporary employees on a per-job basis.
Essential Duties and Responsibilities:
- Daily Mail (domestic, international)
- Responsible for all individual incoming and outgoing Admissions mail. Outgoing mail involves approximately 40 different steps to process all domestic and international mail including extracting data from EMAS database, exporting data, reformatting lists, separating mail by type, correcting addresses in Satori and Verimove, printing required postal reports, and preparing mail for delivery either via 1st class or non-profit bulk rate. USPS mail compliance knowledge.
- Recruitment Shipments
- Works closely with the Shipping and Receiving Manager to effectively coordinate approximately 250 outgoing domestic and international shipments per year for various events. Maintains On-Campus Recruitment database. Keeps current on shipping costs, delivery methods, country-by-country customs regulations for international shipments, and standard delivery timeframes. Oversees use of various delivery companies, faxing agreements as needed. Researches each shipper based on history, availability, cost, etc. Approves payments and maintains billing records for all shipping expenditures, relaying information for future planning of event calendar. Shipments are tracked and delivery confirmations are sent to representatives.
- Brochure Inventory
- Coordinates brochure inventory and assures proper allocation of materials to various on-campus locations and to off-campus vendors. Conducts monthly warehouse inventory for cross-reference and verification. Keeps records of all brochure delivery receipts and updates Admissions inventory report by documenting all uses of brochures for various events. Prepares monthly inventory reports for the Marketing and Communications Manager, providing accurate brochure usage reports including amounts/costs for sufficient reordering and budget analysis. Maintains all information on brochure orders in regards to shipment size, handling, deadlines, and initial order dates.
- Postal Regulations
- Maintains good working relationship with Postal Services Coordinator from United States Postal Service and keeps abreast of current postal regulations and changes in procedures, costs and rates. Maintains record of all expenditures for non-profit bulk mailings and ensures that non-profit account is sufficiently funded at all times. Ensures that certain Admissions materials qualify for non-profit status. Maintains compliance with the National Change of Address through Satori software. Updates Neopost database with new Satori software every month.
- Equipment maintenance and ordering supplies
- Maintains Neopost equipment. Troubleshoots and works with Neopost maintenance staff as needed. Orders supplies for various pieces of equipment. Monitors changes in Satori software and advances in Neopost equipment. Makes recommendations for new equipment based on Admissions needs, testing products when necessary.
- Supervision of Student Employees
- Supervises 4work-study and occasional temporary student employees per semester. Performs personnel administrative tasks, including coordinating hiring and training of new employees and the ongoing training of other employees, resolving employee issues and supervising employee time and attendance records. Assigns, delegates, and prioritized tasks, and oversees quality of work. Maintains and updates student training manual and job descriptions as needed. Evenly distributes workload in a fair and efficient manner. Prepares employees for self-management while maintaining order.
- Mass Mailings
- Plans and arranges for numerous summer program mailings to students and educators between November and March. Prepares and sends lists for out-sourced recruitment items and is responsible for priority delivery of documents, files, and payments sent to direct mail houses and SAT/ACT; tracks all items.
- Quality/Address Control
- Reviews communication codes and updates document procedures as needed. Works with the Marketing and Communications Manager regarding data entry quality-related issues, sending addressing error reports on a regular basis. Trains all Admissions Mail student employees each semester on proper data entry for address correction. Pursues professional development opportunities to keep current with various programs. Researches new software programs that may improve address quality control with the intent to reduce errors, return mail costs, and volume of return mail.
**Occasional evening and weekend hours during busy times
- Strong organizational skills to effectively oversee and manage the timely and efficient implementation of numerous mailing projects simultaneously as well as meet deadlines, prioritize multiple tasks and plan/organize projects.
- Word processing, report writing, data entry, and query skills required for record keeping, inventory control, data entry adjustments, annual reports, and select name/address data.
- Ability to work, maintain and troubleshoot various mail processing equipment such as address printers and inserter/sealer.
- Self-motivation and the ability to work independently.
- Strong leadership, administrative, and time management skills.
- Proven analytical abilities and sound judgment.
- Ability to communicate ideas clearly and effectively when dealing with co-workers, student employees, outside vendors and the public.
- Ability to analyze data to project adequate inventory reorder amounts and dates.
- Budgetary management skills necessary for monitoring postage usage and savings.
- Ability to operate electric pallet jack as well as lift/transport heavy materials.
- Demonstrated capacity to develop & maintain effective working relationships with individuals & organizations reflecting a broad range of identities, perspectives & experiences.
- Minimum education requirement of BA/BM/BS degree. Musical training and experience preferred.
- Driver's license required in order to drive College vehicles for transport of materials within the College community and to various College vendors, when necessary.
- Knowledge of computer databases, mail systems and standard software programs, most notably: Microsoft Excel/Word, FileMaker Pro, Neopost & Satori, UPS CampusShip and Worldship and Marketo. Ability to learn new computer programs and easily adapt to both PC and Macintosh systems.
- Experience in college admissions operations and standard communication development and tracking.
Berklee College of Music is committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.