Sr Office Services TA at Alzheimer's Association

Position Summary:

This position initially reports to and supports the Sr. Director, Real Estate & Facilities Operations  and is critical to the Home and Field Office’s services function and mail room operations.

Acting as a senior technician, the position ensures effective mailroom operations Responsible for facility services and activities in the Chicago Home and Field offices acting as the HUB for the ServiceDesk Plus ticket system in addition and specifically for the Home Office including staff administration, reporting, records retention and storage, conference rooms, office space and building liaison.

This position is based out of the Chicago office

Responsibilities

• Provide excellent customer service to meet or exceed customer requirements and expectations. Deliver a high level of customer service to fellow staff, vendors, and visitors, acting professionally and pleasantly while adhering to Association policies and guidelines.
• Under the direction of the Sr. Director, Real Estate & Facilities Operations trains and sets priorities of the central mailroom staff and follow-up to ensure coordination and completion of assigned work; Organizes and maintains work area in a clean and orderly condition. Assists with delegating work load and daily tasks to mailroom operations staff.
• Acts as central hub for both Home and Field offices assessing and assigning the service desk tickets. Accountable for confirming mail room staff tickets are completed and on time. Addresses and resolves issues that may arise on tickets supporting the mail room staff in addition to self-acting on tickets with high priority and/or complexity.
• Continually monitor Service DeskPlus system in a consistent and timely manner to maintain the service level standards advising the Sr. Director, Real Estate & Facilities Operations of any issues affecting service levels.
• Entering building service request tickets using Building Engines and coordinating with building maintenance and management for various requests; monitoring through completion.
• Maintain and monitor mail room processes specifically the mail opening process with cashiering.
• Work alongside mailroom staff supervising: receiving and processing all incoming and outgoing packages, mail, items, and parcels. Including but not limited to package delivery, UPS package labels, and overnight parcel preparation, receiving /sorting incoming & interoffice mail for distribution and production and fulfillment requests. Manage the delivery to and pick up from USPS. Serve as liaison to designated departments and assist all field and remote staff with distribution of their mail using video conferencing. Maintain and coordinate return equipment for separated and departed staff.
• Inform the Sr. Director, Real Estate & Facilities Operations of any events altering process and recommend solutions.
• Performs various administrative tasks including computing figures, maintaining files and logs, preparing and processing vendor invoices using Workday platform and maintaining operational records. Compile letters for mailing authorizations.
• Understand how processes affect the budget and continually pursue areas of operational savings. Assist with auditing and updating the mail room process, security system and multiple shipping vendor systems. Extracting and compiling reports for the various systems using excel and csv format including vendor websites per Sr. Director, Real Estate & Facilities Operations direction.
• Manage the off-site records retention storage process assisting staff with sending and retrieving records. Maintain “real-time” electronic and auditable lists and reports.
• Provide staff with guidance on the process of leasing/renting including support for obtaining and use of non-records off-site storage.
• Coordinate and manage the 18th floor conference center setups for meetings and special events including the rental of same space to outside organizations. Coordinate and manage with staff for external events held within Michigan Plaza. This will be updated after the move.
• Regular assessment of space identifying needed improvements and issues while providing Sr. Director, Real Estate & Facilities Operations with recommendations and implementing solutions. Coordinate and manage employee move requests and associated activities including workstation and office setups for new employees.
• Utilizing the S2 security system process, program replacement, malfunctioning, and new I.D. Badges. Provide temporary I.D. badges for staff, contractors, and visitors.
• Assist and support the Sr. Director, Real Estate & Facilities Operations with monitoring and maintaining tenant building mechanicals and server room support; copier, coffee, water and all related office equipment. Arrange service and repair calls; oversee maintenance and service vendor onsite appointments.
• Act as a cross functional backup to Office Services Assistant and Reception Work on special projects and other duties as assigned by Director Real Estate.

Qualifications

• High School Diploma or equivalent (G.E.D)
• Minimum 3 years of progressively responsible experience in facilities operations, office services, or mailroom coordination

Knowledge, Skills and Abilities

• Ability to accommodate the needs and requests of staff while adhering to Association policies and guidelines
• Experience using help desk/ticketing systems (e.g., ServiceDesk Plus or similar)
• Proven ability to coordinate activities across departments and vendors•
• Basic knowledge of Microsoft Word, Excel, and Google Mail. Basic knowledge to use various software platforms. Ability to analyze data and create reports.
• Maintain a consistent professional, positive, and pleasant demeanor. Ability to be organized and accurate. Good written and verbal communication skills.
• Proficiency with Microsoft Excel, Word, and Google Workspace (Gmail, Docs, Sheets)
• Basic understanding of logistics and shipping systems (e.g., UPS, USPS platforms)
• Ability to learn and operate facilities and security systems (e.g., Building Engines, S2 Security)
• Ability to lift up to 30lbs

Title:  Senior Office Services (Facilities Operations) TA

Position Location: Chicago, IL

Full time, 37.5hrs/week

Position Grade & Compensation: Grade 503, nonexempt   The Alzheimer's Association’s good faith expectation for the pay range for this role is between $25-$30 per hour

Reports To: Sr. Director, Real Estate & Facilities Operations

Who We Are:

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia– by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

The Alzheimer’s Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research — our investments today will lead to breakthroughs tomorrow.

At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,750 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer’s, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity — meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia.

 The Alzheimer’s Association commitment remains steadfast in engaging all communities in our full mission. The Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including, but not limited to, on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan. Please click HERE for more information.

Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.