Department Administrator

Aston Carter•Ann Arbor, MI

4d•$23 - $26•Hybrid

About The Position

Provide comprehensive administrative support to the PCC and E2S Departments, working collaboratively with the General Manager, department team members, and other Powertrain Division Administrators.

Requirements

Proficiency in Excel Pivot Tables, Microsoft Office Suite, including Teams, Excel, Outlook, Word, PowerPoint, and SharePoint.
Experience in onboarding, business support, and budgeting.
3+ years of general office or department support experience.
Excellent verbal, written, interpersonal, and customer service skills.
Ability to work independently and collaboratively.
Effective communication skills with team members at all levels.
Excel Testing is required, with a score of 80% or higher needed to qualify.

Nice To Haves

Knowledge or proficiency with SAP/Ariba is strongly preferred.
Strong accounting or financial background is a plus.

Responsibilities

Facilitate new hire onboarding, including desk setup, required access, and general support for team members and resident Japan staff.
Assist with off-boarding processes as needed.
Maintain departmental organization charts in collaboration with the General Manager.
Update and manage evacuation lists for team members in designated buildings.
Train new Powertrain Division Administrators in collaboration with peers.
Manage budgets, including direct funding, indirect/operations budget, and Capex.
Participate in budget meetings and support General Managers to submit indirect budgets and meet targets.
Submit and track purchase requisitions, manage approval processes, and handle vendor invoicing and payment reconciliation.
Prepare and submit monthly accruals and budget corrections.
Generate monthly overtime reports for managers.
Enter data for job requests into estimation dashboards and resolve discrepancies.
Work with department managers to resolve budget targets and approvals.
Review budget versus actual reports monthly with General Managers and managers.
Arrange and set up departmental meetings and events, including scheduling and agenda preparation.
Coordinate executive, guest, and Japan visitor tours.
Organize team-building events, departmental lunches, and family recognitions.
Order and monitor office supplies, making budget recommendations.
Support travel arrangements through the company's travel agency.
Assist with vehicle shipping requests.
Occasionally distribute mail.
Manage Department SharePoint, including permissions and document libraries.
Issue IT support tickets and contact facilities for building issues.
Arrange ad-hoc lunches for special meetings.
Assist with driver training and track licenses.
Track and submit TMNA reports to TMC Tech admin.
Support cross-company communications for department operations and problem resolution.
Participate in administrative staff support meetings and provide backup for other department assistants.
Assist in knowledge capture and IT systems maintenance.