Document Administrator/Administrative Assistant

Dow Chemical • Deer Park, TX

11d • Onsite

About The Position

Dow has an exciting opportunity for a Document Administrator and Administrative Assistant in Deer Park, Texas. This role provides general document administrative support for multiple departments' Document Management Systems (DMS). They will also provide general administrative support to the NP2 department. This role will be a key part of the Site Administrator Network and will be required to serve as backup for document administrator and Administrative Assistant roles across the site.

Requirements

• A minimum of a High School diploma or equivalent is required.
• 3 or more years of experience in a professional business role, such as administrative assistant, project coordinator, event coordinator, project management, administrative role within the military, or similar type role.
• Previous experience with Microsoft Office applications (Word, Excel, PowerPoint and Outlook).
• Willing to work overtime (extra hours beyond your regular schedule) if required.
• A minimum requirement for this U.S. based position is the ability to work legally in the United States.
• No visa sponsorship/support is available for this position, including for any type of U.S. permanent residency (green card) process.

Nice To Haves

• Experience with the following tools: SAP, Workday, Ariba, Concur, and File Share Manager.
• Experience with Document management and record retention is preferred.
• Experience with SharePoint, Document Properties Reporting, MS Teams, and File Share Management are preferred.

Responsibilities

• Demonstrates ownership, initiative, and accountability while working independently and collaboratively to deliver high-quality results.
• Identifies opportunities to improve processes, systems, and team effectiveness through continuous improvement.
• Proactively resolves issues, removes obstacles, and communicates risks or concerns to affected stakeholders.
• Oversees digitization of multiple plant libraries including planning, implementation and maintenance of electronic DMS file shares and maintenance of any remaining hardcopy DMS library.
• Works on small and large DMS projects, configurations and provide status updates
• Communicates DMS updates to personnel via MOC Link documentation into WebEDMS, sets review dates and document ownership
• Works with ODMS Coordinator to ensure conformance of ODMS elements
• Element Focal Point for element 5.03.03 (Document and Records Management)
• Performs gap analysis for identified element of ODMS 5.03.03
• Close gaps from ODMS self-assessments
• Administers plant file share security and user access using File Share Manager (FSM).
• Maintains employee access to department file shares and document repositories.
• Coordinates document slotting and movement for created or modified documentation
• Works with ODMS Element / Section Owners in implementing and maintaining documents and records for each section.
• Provide training, training materials/resources and coaching on the DMS to Section Owners and Users.
• Conducts DMS Checklists, participates in audits, as appropriate
• Under limited direction, ensures communications flow properly utilizing knowledge of business / function’s organization structure and overall Dow processes.
• Helps troubleshoot issues and serves as a point person for questions or guidance.
• May act as department focal point with external vendors, service providers, etc.
• Continuous improvement within work processes and systems.
• Maintaining and adding documents into SharePoint sites and Teams.
• Understands and responds to others’ concerns.
• Able to compile diverse opinions to help resolve issues.
• Alerts others who are affected by his/her work when or before problems arise.
• Serve as a helpful and positive presence in the workplace.
• Relates project work with department/business objectives or strategy.
• Makes good decisions beyond specific area of expertise.
• Sets high standards of personal excellence and models these behaviors in work habits.
• Works independently with the software/IT tools.
• Understands and utilizes integration of different business/functional systems.
• Provides a wide variety of secretarial/administrative support to leaders, employees, or groups in the organization, including receiving, screening and directing incoming calls, visitors, mail and email.
• Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Maintains files, records, calendars and diaries.
• Arranges business travel, coordinates internal meetings and event arrangements, and/or tracks expenses
• Monitors and tracks expenses against budgets and provides reports to cost center owner or budget manager
• Maintains internal file shares and team communication mechanisms
• May act as the department focal point with external vendors, contractors, or service providers
• Provides support for critical Production Data Analyzer activities

Benefits

• Equitable and market-competitive base pay and bonus opportunity across our global markets, along with locally relevant incentives.
• Benefits and programs to support your physical, mental, financial, and social well-being, to help you get the care you need...when you need it.
• Competitive retirement program that may include company-provided benefits, savings opportunities, financial planning, and educational resources to help you achieve your long term financial-goals.
• Employee stock purchase programs (availability varies depending on location).
• Student Debt Retirement Savings Match Program (U.S. only).
• Robust medical and life insurance packages that offer a variety of coverage options to meet your individual needs.
• Travel insurance is also available in certain countries/locations.
• Opportunities to learn and grow through training and mentoring, work experiences, community involvement and team building.
• Workplace culture empowering role-based flexibility to maximize personal productivity and balance personal needs.
• Competitive yearly vacation allowance.
• Paid time off for new parents (birthing and non-birthing, including adoptive and foster parents).
• Paid time off to care for family members who are sick or injured.
• Paid time off to support volunteering and Employee Resource Group’s (ERG) participation.
• Wellbeing Portal for all Dow employees, our one-stop shop to promote wellbeing, empowering employees to take ownership of their entire wellbeing journey.
• On-site fitness facilities to help stay healthy and active (availability varies depending on location).
• Employee discounts for online shopping, cinema tickets, gym memberships and more.
• Transportation allowance (availability varies depending on location)
• Meal subsidiaries/vouchers (availability varies depending on location)
• Carbon-neutral transportation incentives e.g. bike to work (availability varies depending on location)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED