AED Division Administrator

ARA Career•Cypress, CA

5d•Onsite

About The Position

The AED Division Administrator plays a vital role in keeping the division’s day to day operations running smoothly and efficiently. This position provides essential administrative support to a team of engineers and scientists while coordinating the administrative and clerical functions associated with assigned contracts, projects, and tasks. The ideal candidate brings strong organizational skills, sound business judgment, and in-depth knowledge of office procedures and human resources practices. This is an on-site role, located in our Cypress, CA office and serves as a key resource to the division, helping ensure teams have the administrative support they need to remain focused on delivering high quality work.

Requirements

Minimum 2-4 years of relevant experience in the duties outline above
Focus must be on customer service and have excellent time management skills
Ability to multitask while maintaining high degree of attention to detail, accuracy, and poise under pressure
Excellent interpersonal skills, pleasant and positive demeanor
Work collaboratively with team members, and on an individual basis with minimal supervision
Must be proactive and well organized, and have ability to prioritize work
Proficient with MS Word, Excel, PowerPoint, Teams, OneNote, and Outlook
Excellent verbal and written communication skills

Nice To Haves

Active security clearance
Knowledge of/experience with UKG, HRIS software

Responsibilities

Provides HR field support to AED division employees, including benefits guidance, employee relations, training, policy guidance and compliance assistance with all applicable state and federal employment laws in partnership with Corporate HR Business Partner support.
Acts as a partner with managers within the division to provide HR support by building relationships and offer solutions through creativity and flexibility, and make recommendations to effectively resolve problems or issues, by using judgment that is consistent with standards, practices, policies, procedures, regulation, or government law
Handles new hire orientation and onboarding
Supports termination process in cooperation with applicable manager
Responsible for reporting employment changes to the Corporate HR department
Ensure timesheets for full-time/part-time/occasional/on leave employees meet applicable payroll deadlines
With guidance from Corporate HR Business Partner, responds to employee relations issues such as employee complaints, questions and concerns
Manages recruiting process, tracks applicants, prepares reports, supports compliant recruitment, prepares offer letters, staffing evaluation, and selection processes
Performs daily employee record maintenance activities, including new hires, employee and organizational changes, and terminations in HR Information System
Coordinates and manages ARA required training for the division
Works with employees and new hires requiring relocation assistance
Compile paperwork (including approved invoices, backup documentation, etc.) to ensure invoices are paid accurately and in a timely manner
Back up the P-Card Administrator and reconcile credit card statements on a monthly basis
Assign Travel #s, assist division employees with travel reimbursements and expense reports
Reconcile Travel Log & track outstanding travel reports
Provides administrative support and proactive communication to the Division Manager
May lead or coordinate administrative effort within the division; this may include directly supervising administrative staff
Prepares status reports, briefings, and PowerPoint presentations after careful collection of information and analysis of data, identifying any potential issues prior to finalization of the document
Prepares correspondence, memos, letters and reports based on project or business objectives and knowledge of company, industry and audience
Books travel arrangements both domestic and international as needed
Coordinates and plans all aspects of meetings/conferences
Focuses on taking responsibility and delivering solutions
Performs daily timesheet audits, reminds staff to complete timesheets
Work with staff bi-weekly to complete/sign timesheets, review timesheets to ensure completed as needed
Perform bi-weekly timesheet reports and Journal Entries
Answer time reporting questions and oversee timesheet audits
Work with Corporate Timesheets and Accounting support to ensure resolution of all timesheet issues