Administrative Assistant, Period Clothing Studio (Part Time)

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.

We are currently seeking an Administrative Assistantto work as part of the Studio Period Clothing team, utilizing advanced knowledge of computer and interpersonal skills to provide administrative support to the leadership team and staff, including facilitating internal and external communications, scheduling fittings, and performing a variety of specialized assignments. This part-time role contributes to the effective and professional operation of the Studio during normal operations and special programs. Reports to the Head of Venues Administration & Business Operations.

Essential Responsibilities

• Front desk functions such as: answering the front door, greeting vendors, clients, and visitors, answering phone and email, assisting with clothing and accessory loans, and distributing clothing guidelines.

• Schedule appointments in Outlook, in person and via phone, email, Sign Up Genius, and scheduling programs, using the scheduling software Schedule Source to ensure the person is scheduled with the correct Studio team member.

• Develop a thorough working knowledge of the garment inventory records system GIMS to process fittings, sign out garments to employees, tag and store out of season garments in the stockroom, filling out repair reports, and facilitating pickups.

• Maintain the front room accessory loan bins.

• Produce and distribute front desk updates, Daily Studio Report fitting time tracking documents, and routine reports according to a prescribed schedule.

• Receive and process deliveries, updating computer records, scanning receipts, packing slips, and invoices.

• Process credit card purchases made through the Studio store and run quarterly purchase reports.

• Coordinate Dry Cleaning pick up and drop off.

• Prepare outgoing mail & pick up mail from mailbox.

• Maintain office supply stock and notify when supplies run low.

• Assist in other clerical functions as needed.

• Assist team members with basic computer functions and programs.

• Act as a team player, maintain a safe work environment by following the established policies and procedures of the department.

• Perform other duties and activities as assigned.

Your Qualifications

• High School diploma or GED

• Strong computer experience required, including the ability to type quickly and accurately. Proficient in Microsoft Office Suite and Teams, Outlook, and database management.

• Able to use standard office equipment and filing system.

• Proficient in front desk duties, knowledge of office procedures, and excellent organizational and written and verbal communication skills.

• Must work well with internal customers and in a team environment.

• Excellent telephone and external customer service skills.

• Availability on weekends, weekdays, and holidays required.
  

Special Skills

• Must learn Studio garment management tracking system GIMS, purchasing system, and how to use specialized office equipment such as labeling heat press.

• Must be detail oriented and accurate.

• Ability to prioritize work, multi-task, work with frequent interruptions, excellent follow-through, and flexibility.

• Resilient and maintains a positive attitude when faced with a heavy workload, setbacks, and problems.

• Self-Starter, ability to work independently or as a member of a team.

• Excellent interpersonal, organizational, problem solving & listening skills.

• Must be able to adapt to a quickly changing and complex working environment.
  

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.