Applied Research Associates Inc

AED Division Administrator

Applied Research Associates Inc • $75K — $96K *
Cypress, CA 90630In-Person
Technical Services
Less than 5 years of experience
Today
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Job Overview by Ladders

Qualifications

  • 2-4 years of relevant administrative experience
  • Strong customer service focus and time management skills
  • Ability to multitask with attention to detail
  • Excellent interpersonal and communication skills
  • Proficient in Microsoft Office Suite
  • Proactive, organized, and able to prioritize tasks
  • Bachelor's degree in Business or related field, or equivalent experience

Responsibilities

  • Provide HR support to employees for benefits and compliance
  • Enhance team performance through effective HR problem resolution
  • Coordinate new hire onboarding and training processes
  • Support purchasing administration by ensuring timely invoice payments
  • Deliver administrative support to the Division Manager
  • Prepare reports and presentations based on data analysis
  • Oversee timesheet management and compliance

Benefits

  • On-site work environment in Cypress, CA
  • Collaboration with engineers and scientists
  • Opportunity to develop HR and administrative skills
  • Engagement in diverse administrative tasks
  • Supportive team atmosphere fostering growth
Full 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.

About Applied Research Associates Inc

Applied Research Associates, Inc. (ARA) is an employee-owned research and engineering company that provides technical solutions to complex problems in various fields, including defense, homeland security, intelligence, transportation, and energy. The company was founded in 1979 and is headquartered in Albuquerque, NM. ARA has over 1,600 employees and operates from more than 20 locations across the United States and Canada. The company's services include research and development, engineering, testing and evaluation, and consulting.
Learn more about Applied Research Associates Inc
Size
1,600 employees
Industry
Aerospace & Defense
Founded
1979
* Ladders Estimates

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