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.
The University of Michigan Transportation Research Institute (UMTRI) is committed to Interdisciplinary research related to transportation safety and sustainability, and is currently operating a research program with $19+ million in annual expenditures, with funds received from federal and state government agencies, motor vehicle manufacturers and suppliers, and other organizations.
Working under the direct supervision of UMTRl's Business Administrator, the successful applicant will serve as UMTRl's space-and-facilities coordinator, and the principal contact for space and facilities issues of UMTRI, an 86,000 square foot building with approximately 110 faculty, staff, students, and visiting scholars.
Standard duties will include processing and monitoring all maintenance and repair service requests, providing assistance to UMTRI leadership in planning activities, in determining space assignments, in preparing research and offices spaces for new activities and occupants, and in coordinating space and facilities access-control such as distribution of keys and access cards.
PLEASE NOTE: This posting is for a 50% effort/ 20 hours a week position.
Conduct an annual space inventory of all assigned spaces; providing office and laboratory spaceuse data to central space inventory databases.
Serve as key liaison to UMTRI leadership and other partners in future renovation and capital improvement activities.
Coordinate and participate in various facility related safety and security activities and inspections.
Participate with UMTRI leadership in responding to building code issues and violations.
Train staff fire marshals and coordinate annual drills, as well as emergency management preparations.
Serve as the lead in developing unit emergency response and business continuity planning documents on behalf of UMTRI, coordinating reporting with UMTRl's administrative leadership to UMOR leads as needed. Communicate emergency response procedures to UMTRl's faculty, staff, and students.
Work with U-M Plant Department on coordinating inspections, general maintenance, renovations, and pest control.
Manage all telephone installation, service, inventory, and billing change requests.
Initiate and submit facility budget requests for future budget cycles in conjunction with relevant leadership groups, including investigation of project costs as needed.
Coordinate vehicle fleet insurance coverage with research activities at UMTRI, assuring proper charging of insurance to fund sources and coverage of vehicles as needed.
Assist in coordinating asset management inventories and tracking, including preparation of equipment inventories to the Property Control office on a biennial basis.
Schedule and coordinate property disposition activities, including preparation of disposition materials compliant to original procurement arrangements.
Coordinate changes needed to individual workspaces and to research labs.
Participate in administrative coordination of various cleaning, maintenance, and renovation projects for building improvements and enhancements, working with U-M Custodial Services and Plant Department as needed.
Organize and initiate Clean-Up Days, Planet Blue/Energy events, other facilities related activities. Serve as UMTRl's representative to the University's Facilities Users Network (FUN).
Assist in the preparation of meetings places and events, assuring proper configurations of room setup as requested by staff and faculty and coordination with IT needs.
Provide additional administrative support in central areas as needed, including preparation of researchfunding reports and processing of Human Subject Incentive Program (HSIP) applications. HSIP duties include tracking of Incentives distribution and compliance to internal control requirements.
Assist in other central administrative activities as needed.
Bachelor's degree in institutional or facility management or an equivalent combination of education and experience.
Minimum of 2-4 years of progressively responsible facilities management experience.
Effective communication skills.
Effective time-management and organizational skills.
Demonstrated ability to work under pressure and to appropriately prioritize work on multiple projects with competing deadlines and urgency.
Ability to work independently and as part of a team.
Proven self-starter, problem-solver, and ability to demonstrate creativity in solving problems.
Demonstrated ability to communicate effectively and work well with different groups of people.
Commitment to high-quality customer service.
Ability to safely set up large tables, chairs, and desks in offices and meeting spaces and to outfit spaces with supplies as appropriate and requested by meeting planners.
2-4 years of experience in UM building space and facilities management.
Graduate and certificate holder of UM Space and Facilities Academy Program.
Experience working with UM personnel on construction and renovation projects.
Familiarity with UM procurement rules and fundamentals of developing project budgets.
Experience with U-M plant department offices and processes.
Familiarity with U-M property disposition guidelines and asset-tracking protocols, particularly as they relate to sponsor-procured equipment.
Familiarity with UM procurement rules and regulations.
Demonstrated experience in the development, drafting, and presentation of emergency response plans and other unit-required plans related to facilities or renovation.
Excellent communications skills.
Direct experience in the preparation and submission of building-space analyses, plant shutdown coordination, training and coordination of voluntary local building safety and fire-marshal staff.
This position may be underfilled at a lower classification depending on the qualifications of the selected candidate.
Minimum Requirements for Underfill Position
1 to 2 years with facilities, space management and/or space planning.
Must be very well-organized, versatile, readily assumes added responsibilities, and adapts to new technologies and practices to further the development of the department.
Excellent communication skills are needed to manage department facilities-related communications.
Excellent interpersonal skills are necessary to interact effectively, and professionally, with staff, faculty, and students.
Demonstrated experience working in a collaborative, team oriented environment.
A demonstrated working knowledge of Microsoft Word, Excel, and Powerpoint.
Proven ability to organize and manage tasks.
Minimum two years administrative support experience.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For..." survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.