Production Mail Manager for Print and Mail

Hillsdale College | Hillsdale, MI, United States

Posted Date 8/03/2022


The Production Mail Manager for Print and Mail is the quarterback of all Production Mail projects handled by the Print and Mail team. Hillsdale College’s Print and Mail prints and mails over 70,000 pieces weekly and 1 million pieces annually. We are looking for someone who can manage a fast-paced, deadline-oriented, and constantly changing environment.

This role is responsible for managing the information, supplies, and expectations at all phases of production mail projects. As the quarterback this person serves as the primary liaison among department heads, Marketing account reps and designers, production managers, vendors, and members of the print and mail operations team, as they ensure timely delivery of error-free projects. The Production Mail Manager is a positive professional who guides customers, monitors resources and deadlines, communicates requirements, and reports progress through various channels and in a timely fashion.

The Production Mail Manager will be knowledgeable on the latest USPS mailing requirements as well as all other Print and Mail functions (printing, sorting, stuffing, mailing, packages, etc.).


To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Desire to improve processes, collaborate with and support colleagues and the greater team.
  • Must be an organized and detail-oriented individual with a proven ability to manage and prioritize multiple responsibilities and projects.
  • Full understanding of the print and mail production process and USPS guidelines and standards.
  • Comfortable with technology and troubleshooting.
  • Possess a client-service mindset and a collaborative attitude.
  • Comfortable with spreadsheets, data tracking, and reporting.
  • Ability to prioritize and work with minimal supervision.
  • Overall team player, step in to assist where needed, able to manage walk-ins, and be flexible.
  • Willingness to learn on the job and take on tasks as needed.
  • Knowledge of Microsoft Office, experience in Adobe Creative Suite, and basic understanding of graphic design helpful.
  • Knowledge of Pitney Bowes, mail metering, and Xerox technology helpful.
  • Basic knowledge and understanding of managing inventories helpful.
  • Comfortable with proofreading and pre-press standards helpful.
  • Demonstrate excellent verbal and written communication with strong listening skills.

Education and Experience
Three to five years of customer service experience and/or process management in the print and mail industry is minimal. A Bachelor’s degree is preferred.

Physical Requirements

  1. Ability to climb in and out of vehicles and drive them. 2. Ability to perform strenuous activity and lifting of large and bulky items sometimes 70+ pounds. 3. Requires above average physical strength for heavy lifting. 4. Ability to operate motor vehicles and load/unload machinery.

Other Skills

  1. Ability to communicate on all levels—oral and written. Must have good communication and outstanding interpersonal skills that are evident in the ability to collaborate well with others. 2. Proficiency in solving problems. 3. Proactive and independent 4. Attention to detail, great organizational skills, ability to juggle multiple projects efficiently and simultaneously. 5. Understand unspoken needs, have a high level of emotional intelligence, ability to manage conflict and respond with situational appropriateness. 6. Ability to practice discretion and maintain privacy. 7. Ability to meet deadlines under pressure.

Personal Characteristics

Print and Mail interacts with the entire Hillsdale College audience including guests and constituents. A neat appearance and a pleasant relationship that is supportive of the College mission and professional in nature, while maintaining confidentiality and discretion, is essential.

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association, and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.


Production Mail Process Management

  • Serve as the primary lead for all on-campus Production Mail projects--collecting and defining mailing requirements (supplies, deadlines, expectations, and files) and organizing into a production schedule.
  • Assign tasks and duties as required and motivate relevant parties throughout production.
  • Ensure on-time preparation and delivery of work, schedule optimization, information management, and client communication.
  • Develop performance metrics across all phases of production in order improve accuracy and efficiency.
  • Schedule and execute regular production meetings with relevant parties to prepare for upcoming mailings and review past performance metrics.
  • In partnership with Print and Mail operations staff, create in-house print and mail turnaround time estimates as well as forecast production capacity metrics.
  • Meet department production and quality goals while remaining efficient, responsive, adaptive, and flexible in changing circumstances.
  • Implement and oversee new production management software for Print and Mail.

Production Mail Client Relations

  • Assist on-campus clients during all phases of production mail projects.
  • Manage client expectations on behalf of Print and Mail, interpreting client order requests and translating into print, mail, and production terms.
  • Manage information management and data sharing to address customer questions and job progress reporting.
  • Oversee and track client performance metrics.
  • Schedule and execute regular client performance meetings regarding all Production Mail projects with department heads and production managers.
  • Build and maintain positive, trusted relationships between key print and mail partners across campus.
  • Proactively solve problems before they arise. Address and resolve issues and inquiries in a timely manner and with a high level of professionalism.
  • Keep records of customer interactions, transactions, and comments.
  • Work closely with cross functional teams and other departments on projects, as needed.
  • Represent the interests of the department in meetings or in other professional interactions.

Production Mail Inventory Management

  • Oversee Production Coordinator in the management of on-campus Production Mail inventory.
  • Develop process for controlling the quality and quantity of supplies.
  • Generate performance metrics and reports.

Code of Commitment
Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.

Good Benefits at Hillsdale College
In addition to competitive wages, health insurance, retirement plans, and paid time off, Hillsdale College employees have access to many unique and appealing perks:

  • Tuition Exchange Program for eligible employees and their children
  • Family membership to fitness center and athletic facilities
  • Discounted membership dues at Halter Shooting Sports Education Center
  • Free admission to theatrical, musical, and sporting events, as well as campus lectures
  • Use of outdoor recreation area (hiking, mountain biking, disc golf, cross-country skiing)
  • Discounted membership dues at Halter Shooting Sports Education Center
  • Discounts at Hillsdale College Bookstore, on-campus hotel, and Rockwell Lake Lodge
  • Discounted meals at on-campus dining facilities
  • Access to Mossey Library
Refine by Categories
Education | Professional Services
Refine by Job Type
Pay Structure

Share this job