Mailroom Facilities Assistant 1

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How to Apply

A cover letter and resume are important submissions for the hiring team to get a sense of your experience. In the cover letter, one page or less, please let us know how this role aligns with your career aspirations and skills. Submit both a cover letter and resume as one file, due to system limitations.

Job Summary

The Stephen M. Ross School of Business at the University of Michigan is a diverse learning community grounded in the principle that business can be an extraordinary vehicle for positive change in today's dynamic global economy. The Ross School of Business mission is to build a better world through business. Through our powerful ideas, purpose-driven leaders, and positive impact, we empower business leaders to improve the world. Learn more about RossHERE (https://michiganross.umich.edu/) .

You will be on-site in Ann Arbor, Michigan, 5 days per week. You may work on-call hours. You will work during early mornings, nights, or weekends. Day shift schedule is Monday through Friday, 7:00 am to 4:00 pm. Afternoon shift schedule is Tuesday through Saturday, 12:00 pm to 8:00 pm. For a full job description, see linkhere (https://drive.google.com/file/d/16aucWPKcbJyFFNItjLkOcEFMEcXmdrey/view) . For questions about this role, email [email protected] .

Purpose:

Throughout the day, the Mailroom Facilities Assistant I focuses on managing mail and package operations while also providing support to the Ross community and maintaining a clean and organized workspace. Building relationships with the community and vendors is emphasized to foster positive connections and facilitate collaboration. The Mailroom Facilities Assistant I reports directly to the Operations Manager. You will respond to facilities-related questions and inquiries, including responding to security and emergency issues.

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 (Vacation, Holidays, Season Days)

• 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

• Flexible Work Program

• Ross Onsite Fitness Center

Responsibilities*

Mailroom Support 75%

• Manage the daily operations of the mailroom, including maintaining cleanliness, organization, and safety standards.

• Sort incoming mail and packages, ensuring accurate distribution to appropriate departments, faculty, staff, and students within the business school.

• Provide assistance to faculty, staff, and students regarding mail and package services, including addressing inquiries, resolving issues, and offering guidance on mailing procedures.

• Deliver mail and packages to designated locations within the business school, such as faculty offices, administrative offices, and mailboxes.

• Collaborate with internal and external stakeholders (mail services/vendors), research and coordinate resolution for mail misdeliveries

• Ensure functioning of mailroom equipment such as postage meters, mail scales, sorting machines, and other tools used for mail processing.

• Receive and maintain accurate records of incoming and outgoing packages, including tracking numbers, delivery confirmations, and recipient signatures. Deliver and/or notify recipients of their arrivals.

• Follow security protocols for handling confidential mail, ensuring identification and authorization for mail pickup and delivery.

• Communicate effectively with other departments within the university to coordinate mailroom activities and address any interdepartmental mail needs.

• Ensure compliance with university policies and procedures related to mail handling, security, and confidentiality.

• Help with special mail-related projects as assigned by mailroom supervisors or business school administration.

• Provide training and guidance to new team members or student workers assigned to the mailroom, ensuring they understand proper procedures and protocols.

• Respond to emergency situations such as mail spills, security breaches, or other incidents requiring immediate attention within the mailroom.

• Identify opportunities for process improvements and efficiency enhancements within the mailroom operations, proposing solutions to enhance productivity and customer service.

• Collect outgoing mail from various departments within the business school, ensuring proper postage and addressing before dispatching it for delivery.

Building & Event Support 20%

• During times with no mailroom responsibilities, assist with any activity that supports the upkeep of the facility and their usage. This includes:

• Maintain the cleanliness of the interior and exterior of the business school complex and monitor the condition of the building and equipment, reporting damage or other concerns to the Facility Supervisor.

• Clean public restrooms, meeting rooms, study spaces, offices during building hours to ensure the rooms are clean and presentable for use.

• Clean furniture, doors, walls, stairwells, glass to ensure clear of smudges and stains.

• Maintain exterior patios and furniture, building adornments, walls, pillars, ramps to keep free of leaves and debris

• Monitor classrooms, conference rooms, study rooms, and open circulation spaces, verify rooms/spaces are in proper condition for the next activity.

• Help with school recycling and compost programs.

• Help with office moves.

• Ensuring the building is opened and closed, including cleanliness, ensuring doors are locked or unlocked according to schedule, maintaining furniture in the proper locations, and clearing guests from facilities when closing.

• Ensure event spaces are clean before, during, and after activities.

• Move and set up furniture based on room diagrams

• Assist event coordinators with final event modifications while ensuring coordinators are aware of and follow policies and guidelines for room usage.

• Make room and equipment reservations promptly.

• Provide backup coverage to the Welcome Desk.

Miscellaneous Operations Support 5%

• Help with basic maintenance responsibilities, such as changing batteries.

• Respond to all medical, fire, and tornado emergencies. Engage with public safety in any emergency.

• Participate in meetings or committees related to campus-wide initiatives.

• Other duties and special projects as assigned.

Required Qualifications*

• High school diploma or equivalent is required.

• Minimum one year of customer service experience.

• Minimum one year working in a team environment.

• Be available to work weekends.

• Proficient in computer use, including data entry, working in databases, and general software applications

Modes 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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Additional Information

The posting range for this position is $37,300 to $43,800. This posting range reflects multiple factors involved in determining compensation, such as skills, experience, training, certifications, and other organizational needs. At Ross, it is not common for new hires to be offered a salary at the upper end of the range . Compensation decisions are based on the details of each situation.

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/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Detail

Job Opening ID

257075

Working Title

Mailroom Facilities Assistant 1

Job Title

Office Svcs Assistant Assoc

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Onsite

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

School Bus Admin

Department

ROSS SCH Operations

Posting Begin/End Date

11/20/2024 - 12/04/2024

Salary

$37,300.00 - $43,800.00

Career Interest

Administration

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