Aston Carter · 11 hours ago
Department Administrative Assistant
Ann Arbor, MI
Contract
Hybrid
Mid Level
$23/hr - $26/hr
3+ years expAston Carter provides corporate talent solutions and is seeking a Department Administrative Assistant to support the General Manager and department team members. The role involves comprehensive administrative support, including onboarding, budget management, and coordinating departmental meetings and events.
ConsultingHuman ResourcesInformation Technology
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
Qualification
Required
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
Preferred
Knowledge or proficiency with SAP/Ariba is strongly preferred
Strong accounting or financial background is a plus
Benefits
Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)
Company
Aston Carter
Aston Carter is a staffing and recruiting company providing risk and compliance services.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
unknown2011-01-31Acquired
Leadership Team
Juan Pablo McCausland-PHR, CDP
Human Resources Business Partner
Sherry Guevara
Regional Human Resources Partner-West Region
Recent News
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