Department Administrative Assistant

Aston Carter • Ann Arbor, MI • 16h ago

Job Title: Department Administrative Assistant

Job Description

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

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.

Essential Skills

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.

Additional Skills & Qualifications

Knowledge or proficiency with SAP/Ariba is strongly preferred.

Strong accounting or financial background is a plus.

Job Type & Location

This is a Contract position based out of Ann Arbor, MI.

Pay and Benefits

The pay range for this position is $23.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - 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)

Workplace Type

This is a hybrid position in Ann Arbor,MI.

Application Deadline

This position is anticipated to close on Feb 12, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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