Ruthven Facilities Assistant

Job Summary

The Facilities and Operations Department at the University of Michigan is seeking a Facilities Assistant to support the historic Alexander G. Ruthven Building. This position reports to the Building Manager and assists with building operations. It is 100% onsite and requires schedule flexibility, including occasional evenings and weekends for maintenance and event support.

The Alexander G. Ruthven Building is 152,000 gsf and includes office suites, community spaces, kitchens, workrooms, a wellness center, a shared loading dock, and multiple conference rooms of various sizes equipped for in-room display and video conferencing. Ruthven also houses University Hall - a large event facility with pre-function space, a green room, and additional catering kitchens - that primarily hosts monthly Regents meetings and other large events (banquets, symposia, and conferences) sponsored by the building's resident units.

This role regularly interacts with senior leaders, faculty, staff, and students. It is an excellent opportunity for a growth-oriented individual interested in a career in higher education to gain broad experience supporting university administrative offices and to build professional connections.

• Manage and maintain the internal Ruthven maintenance request/ticketing system and keep requestors informed of request status through completion. Identify maintenance concerns and correct or report them as needed.
• Investigate facility issues, work with Maintenance Services and U-M service units to diagnose problems, develop solutions, and schedule/oversee maintenance activities.
• Serve as point of contact for employees, tenants, and visitors regarding facility-related inquiries and concerns.
• Ensure that all facility activities and operations comply with organizational policies and guidelines.
• Support the management of security systems and access control.
• Assist with day-to-day operations of the shared dock for Ruthven and CCCB, including basic scheduling, coordinating deliveries, and working with vendors as needed.
• Schedule events and handle setup and cleanup, ensuring event spaces are prepared and returned to their original condition afterward.
• Coordinate and oversee external service providers and contractors.
• Prepare reports for the Facilities Manager and administration as needed.
• Monitor and implement energy-saving measures (lighting controls, HVAC optimization, and energy-efficient equipment) to support university sustainability initiatives.
• Ensure facility compliance with environmental regulations and sustainability programs, including waste disposal and recycling.
• Provide excellent customer service while upholding policies and procedures and addressing issues promptly and professionally.
• Partner with the Facilities Manager to develop and implement safety protocols and emergency response plans.
• Collaborate with the manager on space planning and utilization, including arranging and reconfiguring office and workspace layouts as needed.
• Serve as Insurance and Claims Administration (ICA) Claims Liaison, keeping your supervisor informed of claim status and actions.
• Maintain and update inventory of supplies, equipment, and spare furniture needed for facility operations.
• Manage and maintain Ruthven's digital display boards and website.
• Collaborate with the Facilities Manager to develop and implement safety protocols and emergency response plans.
• Support the management, oversight and maintenance of deliveries and building mail rooms.
• Oversee delivery operations and building mailrooms, ensuring accurate processing, storage, and distribution.
• Serve as a member of the Building Incident Response Team (B.I.R.T.) and, in conjunction with the manager, contribute to training, preparedness, and incident coordination.
• Conduct daily building walkthroughs to ensure cleanliness and proper furniture setups in classrooms, circulation areas, and conference rooms.

• Minimum of 2 years previous work experience in facilities operations or equivalent experience in a similar field.
• High School diploma or equivalent is required.
• Ability to routinely move equipment and furniture up to 50 pounds.
• Demonstrated ability to manage multiple tasks, meet multiple deadlines and work collegially and collaboratively in a team environment.
• Willingness to contribute to a positive work community by approaching work with diversity, equity, and inclusion in mind; treat others with respect, dignity and in a manner where individuals feel they belong; listen, value feedback and learn from the perspectives of others.
• Exceptional customer service skills and ability to communicate clearly and professionally with a diverse clientele base.
• Demonstrated ability to exercise discretion with sensitive and confidential information is required.
• Ability to successfully work independently as a critical member of a team, while demonstrating cooperation and flexibility.

• Bachelor of Science in facilities related field - Engineering,…