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.

Who We Are

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 make a positive difference in the world. Learn more about Ross HERE. Michigan Ross values a culture of diversity, equity, and inclusion. We are committed to the development of diverse and culturally intelligent staff who thrive and contribute to a positive and inclusive environment.

About the Department

Ross Operations is a dynamic department that oversees multiple functional areas within Ross on a daily basis.  We are dedicated to providing exceptional support and ensuring smooth operations across various departments.  Our team manages a wide range of responsibilities, including administrative operations, facilities management, building support, projects/construction management/energy conservation & sustainability, event management and set-up, safety and emergency preparedness, strategic and master planning, hotel and retail outlet oversight, and vendor-internal and external partnerships.

We take pride in our ability to effectively coordinate and execute essential tasks that contribute to the overall success of Ross.  Our department plays a vital role in maintaining a productive and efficient work environment while ensuring the satisfaction of both internal and external stakeholders.  By leveraging our expertise and fostering collaborative relationships, we strive to achieve excellence in all areas under our purview.

Job Summary

The Mailroom Facilities Assistant I plays a vital role in ensuring smooth mail and package operations while supporting the daily functions of the Ross community.  Reporting to the Operations Manager, this position fosters a clean, organized, and welcoming environment through efficient facilities assistance and responsive service. The role requires strong communication and problem-solving skills, especially when addressing facilities-related inquiries, security concerns, and emergency situations. By building trusted relationships with staff, students, and vendors, and by approaching tasks with accountability and a commitment to learning, the Mailroom Facilities Assistant I helps strengthen a positive, inclusive, and service-oriented work culture.

Responsibilities*

Mailroom Support 75%

• Manage the day-to-day 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 delivery errors
• Ensure proper 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.
• Adhere to security protocols for handling sensitive or confidential mail, ensuring proper 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.
• Assist with special mail-related projects or initiatives as assigned by mailroom supervisors or business school administration.
• Provide training and guidance to new staff 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 tasks, assist with any activity that supports the upkeep of the facility and their usage. This includes but is not limited to:
  • Maintain cleanliness of both the interior and exterior of the business school complex, including patios, furniture, building adornments, walls, pillars, and ramps, while monitoring the condition of the facility and equipment and reporting any damage or concerns to the Facility Supervisor.
  • Clean public restrooms, meeting rooms, study spaces, offices, and other common areas during building hours, including furniture, doors, walls, stairwells, glass, and additional surfaces, to remove smudges and stains and ensure all spaces are clean, sanitary, and presentable for use.
  • Monitor classrooms, conference rooms, study areas, common spaces, and event areas to ensure they are clean and properly set up before, during, and after scheduled activities.
  • Assist with office moves as well as the school's recycling and compost programs.
  • Ensure the building is properly 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 at closing.
  • Movie and set up furniture based on room diagrams
  • Assist event coordinators with final event preparations while ensuring they are informed of and adhere to policies and guidelines for room usage.
  • Accurately and promptly make room and equipment reservations.
  • Provide backup coverage to the Welcome Desk and Reservation Coordinators

Miscellaneous Operations Support 5%

• Assist with basic maintenance duties, 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.
• Assist with special projects and other duties 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 including email. 
• Ability to learn new technologies

Working conditions / Physical requirements

• The person in this position routinely communicates with Ross and University community members (faculty, students, staff, alumni, etc.) and vendors (mail service providers) 
• The person in this position routinely moves mail, furniture, and equipment weighing up 50 pounds throughout the Michigan Ross complex to deliver mail, remove or relocate furniture, or perform other duties mentioned above.
• The position is active, requiring frequent lifting, carrying, pushing, and similar types of regular physical exertion.

Skills You Have

• Customer service experience in a collaborative team environment
• Experience supporting or working in a mailroom or equivalent experience (example: warehouse)

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 the work modes.

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.