Mail Services Coordinator

Company: East-West Center
Location: Honolulu
Posted on: February 19, 2026

Job Description:

Job Description Job Description Salary: $57,231.55 The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Centers 21-acre Honolulu campus, adjacent to the University of Hawaii at Mnoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region. Our team is seeking a Mail Services Coordinator to support Campus Operations. This position ensures accurate, timely, and secure processing of the Center's incoming and outgoing mail, parcels, and interoffice correspondence. The Coordinator maintains compliance with postal regulations, manages vendor relationships, and provides high-quality customer service to internal stakeholders,requiring the preferred candidate to possess strong organizational skills, attention to detail, and the ability to manage logistics in a fast-paced operational environment. Key responsibilities for this position include but are not limited to: Coordinate all incoming and outgoing U.S. Postal Service (USPS), courier, and freight deliveries. Sort, distribute, and track mail and packages in a timely and accurate manner. Serve as primary liaison with USPS, FedEx, UPS, and other delivery vendors. Ensure compliance with postal regulations, shipping standards, and organizational policies. Maintain accurate records of postage expenditures, shipping logs, and account reconciliations. Manage postage meter systems, shipping software, and tracking platforms. Monitor and maintain inventory of shipping supplies and equipment. Address and resolve delivery discrepancies, lost mail issues, and service concerns. Supervise mailroom staff or student workers (if applicable), including scheduling and task assignment. Develop and implement process improvements to enhance efficiency and service quality. Support special mailings, bulk mail projects, and institutional communications as needed. Ensure proper handling of confidential, sensitive, or restricted materials. SUPERVISION: This position works under the current supervision of the Campus Operations Director. The supervisor provides new or unusual assignments by defining objectives, priorities, and deadlines. The employee works independently on continuous assignments, handles problems and deviations as they arise, and may take some problems along with possible solutions to the supervisor for advice and approval. REQUIRED QUALIFICATIONS: Education & Experience A high school diploma, or equivalent, and at least two (2) years of experience working in a centralized mailroom setting and/or delivering mail in an organization with multiple worksites and delivery locations. At least one (1) year of experience should include responsibilities in a lead or supervisory role. Communication Strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments. Demonstrated Ability - To interpret, organize, and carry out assignments by independently determining applicable policies and procedures and applying them towards directives and outcomes; to take initiative and work cooperatively in following through on assignments; to organize time, tasks, and materials efficiently; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to inspect, diagnose problems, and complete work in a timely and effective manner; to read and understand or interpret directions, instructions, warnings, plans, and service manuals; to perform successfully under the pressure of deadlines; to maintain accurate files and records; to take accurate measurements and calculate required materials; and to apply good judgment and accept responsibility. Physical Requirements The position frequently travels throughout the campus to receive and deliver packages. Daily movements include sitting; standing; reaching, bending, and grasping; walking about the properties; climbing stairs or ladders; as well as crouching and kneeling. The incumbent must be able to use their hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak, and understand speech at normal levels and on the telephone. The employee must occasionally lift, move, and/or transport objects and equipment that could weigh up to 50 pounds. Driving Valid drivers license and clean traffic abstract. Knowledge - Of routine office and record keeping procedures; correct English grammar, punctuation, spelling, and word usage; office machines and equipment; and of multiple computer systems including Microsoft 365 (Outlook, Teams, Word, Excel, Calendar, Etc.), Adobe Sign and Pitney Bowes SendSuite Package Tracking. Work Schedule While a standard work week is from Monday through Friday (sans established EWC holidays), the position may be required to work weekends, holidays, or extended evening/morning hours to fulfill mail service needs. Work Environment The position performs tasks indoors and outdoors. Reasonable accommodation may be considered to enable individuals with disabilities to perform the essential functions. SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect: Competitive Salary and Benefits -The annual salary for this position starts at $57,231.55 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off. Career Growth Opportunities - We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization. Supportive Work Environment - We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed. HOW TO APPLY: If you're interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process: Tailor Your Resume and Write a Compelling Cover Letter Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application. Be Prepared for the Interview If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications. Provide Three Professional References Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you both in terms of what they do and dont say can make a difference in whether youll be hired. So, its extremely important that you choose wisely when deciding who to use as a reference. The East-West Center isa premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives. The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives. As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.

Keywords: East-West Center, Honolulu , Mail Services Coordinator, Logistics, Transportation & Drivers , Honolulu, Hawaii