The scientific mission of the Institute for Social Research (ISR) includes the planning and conduct of high quality social science research, the dissemination of findings from this research, and the training of future generations of social scientists. The research is conducted through faculty and staff within five research centers, with central portions of administration handled through the Center for Institute Services (CIS).
All applications must contain a cover memo detailing how prior experience is relevant to what is desired for this position.
This job posting is for a Facilities Assistant & Receptionist in the Center for Institute Services (CIS) at the University of Michigan, Institute for Social Research (ISR). This position is located at the ISR-Perry building. We expect this position to help ensure prompt and thorough customer service in a variety of ways. A successful candidate will be comfortable: following established processes while primarily working independently, giving facilities and operations support, performing general reception duties, and maintaining safety and security responsibilities.
Facilities and operations support
The facilities and operations support work involves independently troubleshooting and resolving a variety of building issues. This includes: attending to matters related to common areas of the building such as conference rooms or the atrium; providing Facilities administrative and triaging support, and responding to reports of facility-related issues; processing maintenance and repair requests, directing workers, and at times following these issues through to final resolution. This position independently manages shipping and receiving activities for the building, including loading and unloading materials as required; it also includes performing occasional package and mail delivery within the building. Other operations support work may consist of: moving and arranging conference room furnishings, overseeing conference room amenities; updating and maintaining web- & email-based orders, reports, logs, spreadsheets and; building message monitors.
As primary building receptionist, this post will actively and positively contribute to furthering the ISR community through their interactions. The reception duties of the position include: greeting and engaging persons, determining the nature of their visit, directing guests and resolving issues, and conveying information to others effectively and clearly; distributing and receiving forms; hearing and resolving complaints. The receptionist will utilize online information systems such as maps and phone directories, use a multi-line phone, and handle petty cash. They will also train and coordinate with back-up receptionists, and participate in documenting department processes. This post must be comfortable independently and proactively coordinating work with others.
Safety and security
The safety and security responsibilities of this post include processing requests for keys and building access with accuracy, and maintaining these systems. As a key member of ISR’s Building Watch Committee, this post will respond to emergency and non-emergency situations quickly and appropriately, and act as the primary on-site safety/security lead. In addition, they will assure compliance with safety programs and maintain safety and security standards; this includes assertively interacting with visitors when necessary.
- Some college coursework desired, and up to 2 years’ experience performing similar work in an office setting.
- Ability to independently move and transport items weighing 50 lbs. regularly and items weighing more than that as needed.
- Physically capable of periods of standing, sitting, kneeling, pushing, pulling, reaching, stuffing, stamping and folding mail as examples.
- Ability to triage basic facility items.
- Working knowledge and usage of email, internet, and work order systems.
- Familiar with basic cash-handling procedures.
- Must be organized and able to follow-up on multiple assignments; have ability to assess situations, use sound judgment, determine a plan of action - especially with competing priorities, and communicate and implement the appropriate resolution.
- Appropriately handle confidential information.
- Proven listening, communication and interpersonal skills, and a pleasant demeanor.
- Able to function independently and work in a diverse team environment, and follow-up with several groups of people.
- Excellent attendance, punctuality and dependability.
- Working knowledge of UM Departments such as the POCC, Key Office and strategic vendors such as Office Max, Culligan Water, UPS, etc.
- Ability to convey a team spirit, be flexible, and have a strong desire to provide excellent customer service.
- Experience working in a university setting.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.