AED Division Administrator

See job description
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. What you'll do as a Division Administrator: * Human Resources Administration + 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 * Purchasing Administration + 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 * General Division Administration + 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 * Timesheet & Accounting Administration + 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 AED Division Administrator 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 Division Administrator Preferred: * + Active security clearance + Knowledge of/experience with UKG, HRIS software Education: * + Bachelor’s degree in Business or Public Administration, or related degree or has equivalent related experience *Salary range for this position ranges between $75,445-96,315 depending on education and experience. *Onsite Work Notice: This is an onsite position based in our Cypress, CA office. Candidates must be available and willing to work onsite at the Cypress, CA location. COMPANY INFORMATION: Applied Research Associates, Inc. is an employee-owned international research and engineering company recognized for providing technically superior solutions to complex and challenging problems in the physical sciences. The company, founded in Albuquerque, NM, in 1979, currently employs over 2,100 professionals. ARA offices throughout the United States and Canada provide a broad range of technical expertise in defense technologies, civil technologies, computer software and simulation, systems analysis, environmental technologies, and testing and measurement. The corporation also provides sophisticated technical products for environmental site characterization, pavement analysis, and robotics. At ARA, employees are our greatest assets. The corporation realizes that employee ownership spawns greater creativity and initiative along with higher performance and customer satisfaction levels. ARA gives its employees the tools, training, and opportunities to take more active roles as owners. The culture is challenging; innovation and experimentation are the norm. Employees are eligible for contributions which not only add to the company’s success, but also their own through the Employee Stock Ownership Plan (ESOP). The motto, “Engineering and Science for Fun and Profit” sums up the ARA experience. For additional information and an opportunity to join this unique workplace, please visit our website at www.ara.com; Behaviors Required * Team Player: Works well as a member of a group Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.