Description:
Onsite role
This position is eligible for flex 9/80 schedule. If the individual wants to elect to work the 9/80, s/he MUST start working the traditional work schedule first THEN can have a conversation with the manager. S/He will be required to fill out a form, and it will be to manager's approval and discretion of the 9/80 effective date.
The Department Assistant will provide administrative support for department management and project teams to ensure continuity of daily department functions and operations by collaborating to provide and present department information. This position coordinates with the department to provide administrative services in conjunction with department and business line goals and objectives.
Essential Duties and Responsibilities include the following: Other duties may be assigned.
• Perform administrative support functions to support Quality Management and project teams including updating, maintaining, and auditing welder logs, welder continuity records, welder qualifications and certificates, revision reviews, welding documentation, and work packages.
• Assist in the set up and close out of project documentation on platforms such as Pro-Core, Share Point, and Document Locator.
• Serve as an administrator within the Company’s Welding Coordinator and Welding Qualifier programs.
• Develop weld maps PDF’s utilizing Blue Beam software in accordance with the Company weld tracking and traceability program.
• Support the Boilermaker Common Arc program by transmitting required documentation and records to the common arc organization.
• Facilitate the dissemination of information to the department and project teams as part of the overall communications and department management process.
• Resolve questions regarding the department; research and provide appropriate answers.
• Prepare and present meeting notes, presentations and tables utilizing Excel, PowerPoint, Access and other programs.
• Develop procedures pertaining to departmental and business line requirements and assist in the development of business initiatives for the department.
• Monitor department deadlines and benchmarks and support presentation of monthly progress reports including tracking action items and progress updates.
• Plan, coordinate and facilitate on-site and off-site meetings for the department. This may include: department orientation and training, stakeholder meetings, management meetings, periodic reviews, etc.
• Coordinate the required training programs and records for department personnel in conjunction with the corporate training department and project requirements to ensure compliance.
• Prepare a variety of communication including emails, meeting agendas, and meeting minutes.
• Responsible for handling sensitive and confidential information.
• Coordinate department related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained.
Requirements:HS Diploma or GED required. Associates degree preferred.
Applicable office/clerical experience required.
Experience in Quality preferred.
Knowledge, Skills, and Abilities:
• Advance knowledge in Microsoft Word, Excel, Access, and PowerPoint required.
• Ability to work independently; demonstrating accuracy, reliability, and problem solving skills.
• Excellent organizational skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
Physical Demands: The physical demands described here are representative if those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; feel; finger; reach with hands and arms; talk and hear. The employee may occasionally lift or move up to 10 lbs. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.
Work Environment: Office Environment
