Office Operations Assistant- Part Time

The Office Operations Assistant is a versatile role responsible for creating a welcoming environment for visitors, providing front desk coverage, and supporting minor maintenance and facilities tasks. This position plays a key role in ensuring smooth daily operations and maintaining a safe, clean, and functional office environment. This is an in-office position that operates in a professional office environment with occasional exposure to minor maintenance tasks. Standard office hours apply, with some flexibility required for special events or urgent maintenance needs. Schedule: M-Th 9am-3:30pm in office.

Phone Management

• Answer, screen, and direct all incoming phone calls promptly and professionally.
• Take detailed and accurate messages, forwarding them to the appropriate staff members in a timely manner.
• Maintain a detailed and organized phone log, ensuring follow-up on missed calls and ensuring no communications are lost.

Delivery Handling

• Receive and sort all incoming US mail, packages, and courier deliveries.
• Ensure that all deliveries are properly distributed to the correct recipients in a timely manner.
• Maintain clear records of all incoming deliveries to ensure accurate tracking and delivery status updates.

Visitor Engagement

• Welcome and assist all visitors to ensure a positive and professional experience.
• Manage the visitor log, issue visitor badges when necessary, and notify meeting coordinators of guest arrivals.
• Provide clear directions and information to visitors and assist with any inquiries or requests.
• Coordinate with internal team members to ensure visitors are directed to the correct meetings or individuals.

Facilities and Maintenance Support

• Handle small maintenance tasks, such as replacing accessible light bulbs, clearing walkway paths, and managing the recycling bin (taking it in and out).
• Conduct regular walk throughs of the office to identify and report maintenance needs.
• Restock supplies in communal areas, including kitchen and restrooms.
• Support the facilities manager with vendor coordination for larger repair or maintenance projects.
• Lobby Cleanliness: Ensure that the reception area and lobby remain clean, organized, and presentable always.

Office Open/Close Responsibilities

• Perform opening and closing procedures for the office, ensuring lights are turned off and doors are securely locked at the end of each day. (Ann Arbor location)
• Conference Room Readiness
• Assist with setting up meeting rooms, including arranging furniture and testing AV equipment.
• Ensure that conference rooms are ready for meetings, including cleaning whiteboards, restocking markers, and ensuring hand sanitizer, Kleenex, and Clorox wipes are available.

Emergency Procedures

• Be knowledgeable of emergency exits, evacuation procedures, and designated meet-up locations.
• Assist with clearing the office in case of an emergency evacuation and direct visitors and staff to safety.

General Support & Special Projects

• Work cooperatively with internal and external stakeholders to ensure all inquiries are handled professionally and efficiently.
• Assist other departments as necessary with additional administrative tasks or project support.
• Forward external requests for information or assistance to the appropriate UWSEM department.
• Participate in cross-functional teams as needed, contributing unique skills, knowledge, and strengths to help UWSEM achieve its mission. This may involve supporting various events, programs, or initiatives within the organization.