Department Admin

Overview

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.

General administrative support duties for PCC and E2S Departments, working collaboratively with GM, Mgrs, Dept TM’s and collaborating with other PT Div. Admins. Duties include but are not limited to:

• 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…