How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Job Summary
The University of Michigan Transportation Research Institute (UMTRI) is seeking a dedicated and professional Front Desk Associate to join our Administration team. As the first point of contact for the Institute, the ideal candidate will create a warm and inviting environment for our faculty, staff, students, and guests, while providing excellent customer service and administrative and operational support.
Who We Are
The University of Michigan Transportation Research Institute (UMTRI) is recognized internationally for our multidisciplinary research focusing on transportation safety and mobility (http://umtri.umich.edu). Established in 1965, we maintain the highest standards of excellence as we conduct research that improves peoples' lives through access to safe, equitable and efficient mobility. UMTRI is a non-degree-granting unit within the College of Engineering at the University of Michigan that includes 20 faculty members, 35 research staff, and nearly over 300 students each year engaged in research and other experiential learning opportunities.
In 2025, UMTRI will expand through the integration of MCity, a world-class public-private partnership and test facility, bringing two of the University's key mobility centers under one organizational roof.
To get a glimpse of UMTRI at work as a leader in providing safe, equitable and efficient transportation research innovation, follow the link below:
https://youtu.be/iFokHTAYKfc?si=rw53pAbtGx2wlRdC
Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of a top national public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.
Why Work at Michigan?
In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:
- Generous time off
- A retirement plan that provides two-for-one matching contributions with immediate vesting
- Many choices for comprehensive health insurance
- Life insurance
- Long-term disability coverage
- Flexible spending accounts for healthcare and dependent care expenses
- Maternity and Parental Leave
Responsibilities*
- Greet and Welcome Guests: Warmly greet and welcome individuals to UMTRI as they arrive. Provide visitors with directions to meetings, conference rooms, and laboratories; introducing guests as appropriate. Verify visitor credentials and keep organized records of visitor details and appointments. Manage guest parking arrangements. Welcome research study participants and notify relevant researchers while ensuring adherence to compliance and privacy practices. Redirect individuals to other campus buildings, as necessary.
- Manage Front Office Inquiries and Activity: Respond accurately and timely to inquiries that present to the front office. Provide basic information about UMTRI, groups, services, facilities, hours of operation, or other commonly requested details, following up as necessary. Act as the primary contact for the institute's lost and found.
- Manage Mail and Deliveries: Receive, sort and distribute mail, handle courier services and incoming packages. Contact appropriate staff when items are received. Provide support to departments for outgoing shipping needs including printing shipping labels and packaging items for shipment, ensuring successful delivery.
- UMTRI Calendar and Directory Maintenance: Manage and coordinate conference room and office hoteling space calendars. Maintain UMTRI directories and relevant department contact information.
- UMTRI Phone and Email Management: Handle incoming calls to the general UMTRI phone line, directing them to the appropriate person or department, and taking messages, as necessary. Assist with responding to emails received in the general UMTRI email box and direct matters to appropriate individuals for action, following up, as necessary.
- Clerical Support: Perform reception and office opening and closing procedures. Provide routine clerical assistance, including data entry, print/copy/file services, edit and send emails, prepare, format and proofread documents, as well as faculty personal web page assistance. Assist with depositing faculty publications to repositories and citation managing platforms such Deep Blue and Mendeley. Monitor UMTRI website for necessary updates and relay them to the Marketing and Communications Director. Maintain reception desk procedures manual. With supervisor, coordinate reception desk backup schedule for vacation and sick coverage.
- Experiential Learning Program Support: Provide administrative support for UMTRI's student experiential learning program. Manage and maintain the UMTRI Student and Seminar lists. Assist with organizing student summer sessions, including set-up, greeting students and tracking attendance for the summer series. Distribute student gifts. Assist with student open houses.
- Meeting and Event Assistance: Assist in the planning and coordination of UMTRI in-office meetings and events including ordering and receiving catering as well as set up and take down.
- Facilities and Building Coordination: Complete building readiness tasks such as turning on/off the building lights and maintaining a reception area that is tidy, presentable, and stocked with any required supplies. Perform basic upkeep of the kitchen and the appliances therein. Complete a weekly review of inventory. Stock and order general office and kitchen supplies. Track and follow up on orders, as appropriate. Report building maintenance issues to the Facilities Manager, and provide backup assistance during their absence. Assist with room reservations for "hoteling" space.
- Other Administrative Support: Provide administrative support and assist with completion of ad hoc projects to support other UMTRI groups and functions.
Required Qualifications*
- High School diploma or equivalent
- Up to two years experience in an administrative, clerical, or front desk support role
- Ability to work independently and manage multiple tasks efficiently
- Strong communication skills, both verbal and written
- Strong organizational and problem-solving skills
- Ability to handle sensitive and confidential information appropriately
- Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suites
- Proven experience operating basic office equipment (e.g., copy machines, printers, etc.)
- Have a proven record of good attendance, strong attention to detail, deep dedication to customer service, and a team approach to work
Desired Qualifications*
- Experience with proofreading and editing documents
- Experience with providing support services for meetings and events
Modes of Work
This position has an Onsite mode of work. Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Additional Information
This is a term-limited position for one year with possible renewal based on funding extension.
Authorization to work in the U.S. is a precondition of employment. This position does not offer visa sponsorship.
Background Screening
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.
Application Deadline
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.