Administrative Assistant II

Thermo Fisher Scientific•Detroit, MI

8d•Onsite

About The Position

The Administrative Assistant II supports Thermo Fisher Scientific’s Detroit and Miami sites, serving as a coordination point for employees, union representatives, Human Resources, Payroll, benefit providers, and site leaders. The role handles union payroll and benefits administration in accordance with collective bargaining agreements and established procedures, and supports employee issue resolution through fact-gathering, routing, tracking, and follow-up. It also coordinates site events and engagement activities, manages the approved activities budget, and provides organized administrative support to Site Leadership.

Requirements

High school diploma or GED.
At least three years of administrative, payroll, or HR support experience, including hands-on responsibility for payroll or benefits administration in a union-represented environment.
Experience interpreting and applying collective bargaining agreement requirements or other contract-based pay rules, such as vacation, overtime, premiums, or eligibility provisions.
Experience coordinating employee events or similar activities and managing related budgets, purchasing, or expense tracking.
Strong written, verbal, and interpersonal communication skills.
Ability to handle confidential information and follow issues through to resolution.
Proficiency with Microsoft Outlook, Excel, Word, and PowerPoint.
Must be legally authorized to work in the United States without sponsorship.
Must be able to pass a comprehensive background check, including a drug screening.

Nice To Haves

Experience with Workday or another HR information system, payroll systems, and union pension or insurance processes.
Experience supporting multiple sites, manufacturing operations, employee communications, recognition programs, or town halls.
Associate degree, administrative certification, or equivalent relevant training.

Responsibilities

Administer and coordinate union-related payroll and benefit transactions in accordance with collective bargaining agreements, procedures, and payroll deadlines.
Process union vacation pay, entitlements, overtime and premium pay items, contractual payroll additions, and supporting documentation; verify information and flag discrepancies.
Prepare and submit union pension reports and related benefits documentation, and coordinate retiree life insurance payments and records.
Log payroll, insurance, pension, and benefits questions; gather supporting facts, route issues to the appropriate contact, track resolution, and communicate status and outcomes to employees.
Track union members’ PTO, sick time, and personal-day allocations; maintain accurate balances and records, coordinate required Payroll or HR updates, and follow up on discrepancies.
Protect sensitive employee and compensation information and support timely onboarding.
Own the site events calendar and coordinate celebrations, recognition activities, engagement events, town halls, and other gatherings across Detroit and Miami.
Gather colleague ideas and develop practical event plans suited to the audience, schedule, site requirements, and available budget.
Coordinate event venues or spaces, vendors, catering, supplies, invitations, communications, accessibility, setup, and day-of logistics; confirm owners and follow up on commitments.
Manage the approved site activities budget by tracking commitments and remaining funds, obtaining approvals, coordinating purchasing, reconciling expenses, and raising cost or timing concerns.
Work with Site Leadership, HR, Business Resource Groups, and colleague volunteers to deliver inclusive, well-communicated activities.
Provide administrative support to Site Leadership, including meeting coordination, agendas, notes, action tracking, presentations, reports, spreadsheets, and correspondence.
Coordinate quarterly site newsletters and support timely communication about events and site activities.
Support Workday or similar HR system transactions, new-hire documentation, orientation coordination, office supplies, purchasing, audits, and administrative record reconciliation.
Identify opportunities to simplify, standardize, digitize, or automate routine administrative work and support cross-functional projects as assigned.