Administrative Services Supervisor jobs in Detroit, MI

The Henry Ford is a nonprofit organization, an internationally recognized cultural destination, and a one-of-a-kind workplace. Our team is inspired daily by one another as well as the authentic stories of innovation that we share across our four venues. We want you to be part of this legacy and take it forward.

Our Guest Services team is currently seeking an organized and agile professional for an open Administrative Supervisor. This is a critical scheduler and timekeeper role and part of the leadership team. In this position, you will be responsible for maintenance and all record keeping of unit part-time payroll, staffing schedules and employee relations for institutional staff. Also, responsible for high level administrative support for each unit’s management, occasional supervisory support of the Guest Services staff, and general support of guests.

Essential Responsibilities

• Monitors & processes all Guest Services: Front of House, Administration, and Contact Center punches, breaks and exemptions. Responsible for making any necessary changes as indicated by leadership in each area. Reports to Senior Management biweekly for review of all punches before payroll submission.

• Designs, monitors, implements and supports the schedules for Guest Services, Food Service, Contact Center, and Security. Applies knowledge of units’ operations, adjusting for seasonal changes, catering, special events, academy hours, and GSE Theatre schedules. Scheduling support is needed in a timely (same day) manner.

• Accountable for data entry of attendance and timekeeping records through electronic systems. Audits timekeeping for accuracy and identifies errors and communicates discrepancies to management. Prepares and distributes weekly/monthly attendance/ swap & other related scheduling reports, as well as writing and distributing reprimand forms to managers if needed. Interacts with Guest Service Management Team and Supervisors daily to update any needs for employees regarding hiring, training, scheduling, and termination of employees.

• Develops and enhances training materials as it relates to the scheduling software, methods, and procedures. Provides information on operations for all Job Fairs and performs administrative responsibilities as needed. Works with design department and unit managers to create necessary forms and documents for scheduling and training. Monitors institutional signage, and places orders and requests when necessary. Resource requests must be accurate and require timely feedback.

• Coordinates materials, supplies, and preparation of all work site areas for operations. Keeps inventory of supplies including (but not limited to): ticket stock, membership cards and ribbons, and amenities.

• Responsible for maintaining Guest Services Uniform Inventory. To include ordering, creating and updating size charts, and distribution to employees.

• Assists, supports and performs in any frontline position as needed (supervising, cashiering, ticket attending, greeting). Must be flexible to support the needs of the department and the institute.

• Accountable for processing and auditing daily Internet, Call Center, FOH, & Food Service credit card charges. Tracks reporting for Finance and helps problem solve as needed. Charge reconciliation must be done daily.

• Implements and coordinates a variety of administrative and business functions, such as GSE & event royalty reporting, monitoring budgeted payroll hours, work requests, procurement of operational supplies, project requests, customer service lost & found operations, file maintenance, and customer service resolutions.

• Responsible for reporting special events rosters for all major programs throughout the year. Maintains procedural documentation and provides resources for team use.

• Contributes to the effective team management of all problems, issues, and opportunities. Meets with Administration weekly and attends department briefings daily. Communicates effectively to ensure team success, shares expertise internally and interdepartmentally as appropriate.

• Responsible for timely coordinating and updating of processes and procedures, ensuring resources are available in the Administrative Binder for team use.

• Monitors the GSE Teachers Choice reservations, communicates with Contact Center to ensure payment is received, shares to ensure proper staffing for reserved shows, and checks accuracy of external communication.

• Monitors and supports Special Events/Catering and campus work orders to confirm Guest Services staffing. Attends the Event Work Order Operations weekly team meeting and shares with stakeholders.

• Monthly Administrative reporting, including (but not limited to): Schedule Source Calculations, Guest Services Attendance Percent report, Guest Services Labor Unit Hours report, and Guest Services Shift Month End report.

• Monitors GSE Ticket/Sales Scans discrepancies, uses problem solving to determine discrepancies and reports discrepancies to management.

• Responsible for tracking monthly revenue/loss from all rental amenities including scooters, wheelchairs, strollers and wagons as well as monthly cost of maintenance.

• Performs other activities and duties as necessary.

Your Qualifications

• High School Diploma

• Proficient in database management and Microsoft Office software

Preferred Qualifications & Special Skills

• Associate degree or relevant college coursework preferred

• 2 years previous experience in administrative functions preferred.

• Must be pleasant, outgoing, a team player and a self-starter.

• Must have strong communication and listening skills, as well as strength in problem solving.

• Detail-oriented, accurate, and organizational skills a must.

• Ability to anticipate guest and unit needs.

• Positive attitude toward The Henry Ford and its mission.

This job description is subject to change at any time.

It is the policy of The Henry Ford to prohibit discrimination in any employment, donor or volunteering opportunity (including but not limited to recruitment, hire, employment, program participation, promotion, salary, benefits, termination and all other terms and conditions of employment or service as a volunteer) based on race, color, sex, sexual orientation, gender, gender identity/expression, genetic information, pregnancy, religious creed, national origin, ancestry, age, physical/mental disability. Marital/domestic partner status, military and veteran status, height, weight or any other such characteristic protected by federal, state or local law. This Policy applies to all of our employees, donors and volunteers to ensure that they are treated without discrimination