The Henry Ford

The Henry Ford is a nonprofit organization, an internationally recognized cultural destination, and a one-of-a-kind workplace. The Henry Ford provides unique educational experiences based on authentic objects, stories, and lives from America's traditions of ingenuity, resourcefulness and innovation. Our purpose is to inspire people to learn from these traditions to help shape a better future. 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 and that aligns with our core values of being Curious, Authentic, and Passionate.

The Talent & Culture department is seeking a customer-service oriented Associate to join the team. This position is responsible for the administrative role and duties within the Talent & Culture (T&C) department. Core responsibilities include greeting and engaging visitors in a friendly manner. You will oversee providing directions to various parts of the office or institution, contacting employees regarding visitors, answering phones, taking messages, sorting/ distributing mail, helping with schedules, ordering of office supplies, helping new hires with the administrative onboarding process etc. This person will also work alongside the Senior Manager, Volunteer Program & Office Administration to ensure the office is kept up with and all employees have everything they need.


Please note, internal applicants will be given first consideration.


Essential Responsibilities

Operations:

  • Support T&C staff with the day-to-day administrative needs such as front support to T&C reception area and other necessary staff/volunteer/contractor needs
  • Maintain scheduling requests for the Talent & Culture conference room
  • Monitor both the T&C email and physical mailboxes and respond accordingly when appropriate and/or forward them to the correct Talent & Culture member accordingly
  • Create and maintain department events calendar and support in sending appropriate calendar invitations
  • Create agendas and serve as note taker for intradepartmental meetings and events
  • Balance cash box for replacement ID Badges timely and deposit cash and checks with the Cash Office
  • Maintain the employee Ford Motor Company A/X/Z Plan to ensure our plan and employees are up-to-date with accessibility
  • Ensure the employee/retiree pass is received and validated for Guest Service distribution
  • Be a liaison with creative services for special signage, flyers, posters for T&C and maintains inventory and ordering office supplies, including Henry Ford Academy badges
  • Manage the termination administrative filing process for employees and volunteers that includes physical files and auditing systems

Onboarding:

  • Serve as an additional audit for Dayforce data entry for the T&C Coordinator to ensure personnel accuracy
  • Collaborate with the Training & Development team to support administrative needs and tasks for Inspired Service Orientation (ISO)
    • Tasks includes but are not limited to preparing the orientation packets; welcome new hires on the first day of orientation for Day 1 administrative paperwork and processes, and coordinate lunch vouchers
  • Work closely with the T&C team for new hires to complete administrative onboarding paperwork that includes I-9 verification, vehicle permit, work permits (if applicable) and photo badges; follow up with manager communication as necessary
  • Collaborate with the Sr. Manager of Volunteer Program to support volunteer applications in Breezy, volunteer advertisement and outreach (flyers, one-pagers, trainings, etc.)
  • Support in employee eligibility checks to determine if candidates are eligible for rehire or for transfer of departments

Compliance:

  • Manage and maintain the Michigan Department of State/Bureau of Driver and Vehicle with monthly audit of records for employees that drive company vehicles and execute communication to managers and employees of upcoming expiration
  • Audit, process, file, and manage all unemployment claims in keeping with government regulations, including required responses, forms, reports, determination letters for each claimant,
  • Protest claims as needed once verified in Dayforce and employee personnel records, ensure necessary communications to claimants, work with HR Management when a representative must attend an unemployment hearing
  • Order State and Federal HR compliance posters and distribute to appropriate locations as required by effective deadlines
  • Responsible for auditing, filing, annual archiving, and management of employee confidential information and record-keeping that includes but is not limited to I-9, index cards, Dayforce, C-Cure, unemployment claims, etc.
  • Other administrative tasks as assigned within reasonable scope of role


Your Qualifications

  • High School Diploma and basic computer experience required
  • Some Saturdays will be required in the spring and summer; based on Inspired Service Orientation schedule
  • Reliable transportation is required
  • 100% on-site work location

Special Skills:

  • Ability to manage multiple administrative tasks, including reception support, scheduling, inventory management, and organizing departmental events
  • Knowledge of working with Microsoft Windows applications, word processing, and spreadsheets highly desirable
  • Ability to manage multiple administrative tasks, including reception support, scheduling, inventory management, and organizing departmental events
  • Strong ability to audit, file, and manage confidential employee records, ensuring accuracy and compliance with HR policies
  • Proficient in managing email and physical mail communications, creating agendas, and taking meeting notes for internal events
  • Ability to interact with employees, managers, and external stakeholders professionally, ensuring smooth administrative processes and providing support as needed


Please note that this job description is subject to modifications at any time to meet the evolving requirements of our institution.

Respect, inclusion, and opportunity for people of all backgrounds will attract the best ideas to THF and help us shape a more vibrant future. By honoring and celebrating people’s diversity, THF can bring new creativity, effectiveness, and leadership to our work and community. Achieving diversity, equity, inclusion, and accessibility is a continuous process, which, we believe, will contribute to a sustainable and inclusive world. Therefore, we strongly encourage applications from individuals who identify with or belong to marginalized communities.

It is the policy of The Henry Ford to prohibit discrimination in any employment, donor or volunteering opportunity including but not limited to based on race, color, sex, sexual orientation, gender, gender identity/expression, genetic information, pregnancy, religious creed, national origin, ancestry, age, physical/mental disability 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.

%FOOTER_POWERED_BY%breezy