Department Admin

Transforming the Future with Convergence of Simulation and Data Department Admin Job Summary

Our client in Ann Arbor, MI is looking for a Department Admin. This is a direct hire/contract position.

• Personnel Support
  • New hire setup/preparation (incl. desk setup, required access, and general onboarding support) for TM’s, CP’s and resident Japan-Staff, off-boarding support as needed.
  • Maintaining Dept. organization chart (with GM).
  • Maintaining Evacuation List for team members in 1555, 1588, Evaluation buildings.
  • Training new Powertrain Div. Admins (in collaboration with other PT Div. Admins.).
• Budget Management (Direct Funding, Indirect/Operations Budget & Capex)
  • Indirect/Operating Budgets
    • Attend budget meetings as required.
    • Support GMs/ mgr to submit indirect budgets and meet targets.
    • Purchase requisition submission and tracking, including approval, PO dispatch, vendor invoicing, Receipting for payment, and PO reconciliation to expenditures. Close cancel POs as required.
    • Vehicle rentals (quotes PO submission, track return timing).
    • Monthly accrual preparation and submission.
    • Budget corrections (reclasses) – preparation & submission of correction request.
    • Run OT report monthly for managers.
  • Direct Budget (Annual Job Requests)
    • Enter new data for JRN’s in estimation dashboards(T&P/Prism, issue support requests, update estimations in T&P to resolve discrepancies.
    • Work with Dept Mgrs to resolve negotiated targets, estimates and planned consumption rates and approvals.
    • Monthly review of budget vs actual to GMs/Mgrs.
• General
  • Meeting arrangement and setup (department meetings, department events) – Dept meeting:
    Schedule, agenda item side for admin topics, R&D, D+I, R&D training slides, welcome new members, recognize birthdays/anniversaries etc.
  • Assisting in coordinating Exec/Guest/Japan Visitor tours.
  • Coordinating team building events, department lunches, retirement, family event recognitions (incl. occasional shopping for event requirements).
  • Ordering office supplies as required, monitor supplies budget, and make recommendations to managers regarding purchase decisions.
  • Support travel arrangements as required through Our Client’s travel agency.
• Support TMs with vehicle shipping/ incoming outgoing requests to Shipping and Receiving
  • Occasional mail distribution.
  • Department SharePoint management as needed (permissions, new doc libraries, links to home pages).
  • Issue IS tickets, contact facilities groups as needed for 1555/1588 floor issues as needed.
  • Ad-hoc lunch arrangements for special meetings events.
  • Schedule driver training for new members and track licenses.
  • TMNA Report tracking and submission to TMC Tech admin via BBS
    2.
• Other
  • Assisting GM & Managers in Special Projects as required.
  • Cross-company communications at all organizational levels to support department operations and problem resolution.
  • Participating in PT Div. administrative staff support meetings; provide backup for other Department Assistants as required.

Knowledge Capture/IT Systems - Assist in maintenance and occasional data storage/restructuring activities.

• This role requires the ADMIN to work Monday-Thursday in the office and Fridays from home.
• Excel Testing is required. Candidate must score 80% or higher to qualify for the role.
• 3+ years of general office/department support experience.
• Excellent verbal, written, interpersonal and customer service skills.
• Advanced knowledge of MS Teams, Excel, Outlook, Word, PowerPoint, and SharePoint.
• Strong ability to work independently and collaborate with other team members.
• Ability to effectively communicate with team members at all levels within the organization.

• Knowledge/proficiency with SAP/Ariba is strongly preferred.
• Strong accounting/financial background.

• Envision the Future
• Communicate Honestly and Broadly
• Seek Technology and Business “First”
• Embrace Diversity and Take Risks

• Competitive Salary
• Comprehensive Benefit Package
• 401(k) with matching contributions
• Paid Time Off
• Employee Discounts
• Free training on all Altair products

Altair is a global technology company providing software and cloud solutions in the areas of data analytics, product development, and…