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Job Description

Job Title: Administrative Services Specialist I

Job Summary: The Administrative Services Specialist I is responsible for providing comprehensive administrative support to the Site Director and other support functions within the Detroit and Miami sites. This role plays a crucial part in ensuring the smooth operation of the sites. The Administrative Services Specialist I is expected to be highly organized, detail-oriented, and possess exceptional communication skills.

Duties and Responsibilities:

• Provide administrative support to the Site Director, including managing calendars, scheduling meetings, and coordinating travel arrangements and expense reports.

• Assist HR in various administrative tasks, such as calculation and submission of PTO payments for our union colleagues.

• Calculate and submit monthly IUOE pension hours to the Central Pension Fund.

• Be the primary contact for pensions audits annually.

• Reconcile and submit retiree life insurance for payment.

• Coordinate maintenance activities, including scheduling repairs, ordering supplies, and maintaining maintenance logs.

• Assist in managing the site's EHS program, including maintaining records, coordinating training sessions, and ensuring compliance with safety regulations.

• Prepare and distribute reports, presentations, and correspondence as required.

• Assist with the preparation and organization of meetings, including catering, preparing agendas, and coordinating logistics.

• Manage office supplies inventory and place orders as needed.

• Assist with the onboarding process for new employees, including preparing orientation materials and coordinating training sessions.

• Maintain confidentiality and handle sensitive information with discretion.

• Provide excellent customer service and respond to inquiries from internal and external stakeholders.

• Collaborate with cross-functional teams to support site-wide initiatives and projects.

• Perform general administrative tasks, such as filing, data entry, and maintaining office equipment.

• Assist the leadership team in preparing slides for Town Hall for Detroit and Miami sites.

• Create and publish monthly site newsletter in Canva for the Detroit and Miami sites.

• Coordinating with HR & BRG for events, planning, etc. for Detroit and Miami.

• Supports the Site Leader in promoting a positive colleague experience and achievement of site Corporate Social Responsibility goals.

Qualifications and Skills:

• Two-year college degree or high school diploma with at least 2 years of administrative assistant experience; additional administrative certifications or qualifications are a plus.

• Proven experience in an administrative support role, preferably in a manufacturing or industrial setting.

• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.

• Excellent communication skills, both verbal and written.

• Attention to detail and accuracy in administrative tasks.

• Ability to handle multiple tasks simultaneously and adapt to changing priorities.

• Strong problem-solving and decision-making abilities.

• Knowledge of maintenance and EHS practices and regulations is preferred.

• Strong Project Management skills.

• Ability to work independently and as part of a team, with a high level of professionalism and integrity.

• Ability to support the site leadership team with knowledge to support business continuity.

The ideal candidate is highly organized, detail-oriented, and possesses excellent communication and administrative skills. If you are looking for an opportunity to contribute to the smooth operation of a site and support the growth and success of the organization, we encourage you to apply for this exciting position.

Thermo Fisher Scientific is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.