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King of Prussia

    Administrative Specialist - King of Prussia, United States - Arkema

    Arkema
    Arkema King of Prussia, United States

    2 weeks ago

    Default job background
    Regular
    Description

    Based at Arkema Inc's R&D Center in King of Prussia, PA, the R&D Administrative Specialist reports tothe R&D Director for High Performance Polymers, andis responsible for providing specialized administrative support to the High Performance Polymers R&D team at the King of Prussia center.

    In addition to general administrative duties for the local 45+ member R&D department, an important aspect of this role is supporting the global project and portfolio managing process, interacting with global leaders to ensure smooth execution, as well as significant engagement in activities that support the broader R&D function (including other R&D sites).

    Administrative support for the Department R&D Director (15%)

    Typical responsibilities include scheduling meetings, managing calendar, making travel arrangements, expense reporting, generating budget reports, planning and organizing special events (on-site or off-site), including coordination of logistics such as venue reservation, catering, audio-visual equipment, etc.

    General administrative support (30%)

  • Support an R&D department of 45+ employees with multiple managers and cost centers.
  • Design and maintain department SharePoint sites. Create new sites / modify sites as needed for new document storage and information sharing needs.
  • Serve as contract administrator for confidentiality agreements, ensuring executed agreements are posted to the document repository.
  • Work with department leadership to coordinate all of the activity related to recruitment of new staff, including candidate interview travel, schedules and expense reimbursement.
  • Support on-boarding process for new hires including full time, temporary employees, and international student interns.
  • Assist with arrangements for internal and external visitors to R&D
  • Maintain standard office supplies, printers and copiers.
  • Document safety-related activities, including scheduling and coordinating meetings, and capturing follow-up actions, and participate in site safety programs.
  • Support the site HES policy and complies with all regulatory and internal requirements.
  • Participate in HES activities provided by site management and Arkema Inc . (e.g., Behavior Based Safety, etc.).
  • Support and promote the reporting of all health, safety, environmental, near-miss, accident or injury incidents.

    • Support Global Project and Portfolio Management Process (25%)

  • Coordinate with global project leaders and key business stakeholders to schedule all gate & platform meetings for the Global Fluoropolymers business. Adjust meeting timing as project timelines shift, working with stakeholders to align on priorities when conflicts arise. Responsible for ensuring databases are up to date with correct project information. Recommend improvements to the databases and associated work processes, and where possible, implement improvements. This part of the role works closely with the Global Director, based in France, and the Project Management Process Owner.

    • Purchasing /Fi nance Activities (30%)

  • Understand and stay current on policies related to purchase of goods and services: support team with purchases using purchasing card or purchase order in SAP.
  • Support process for R&D capital purchases and projects, including initiating and tracking requisitioning for multi-vendor projects through to goods-receipt / payment in SAP and final closure in the financial system.
  • Run monthly budget reports to track and characterize Department expenses

    • Requirements

  • High School diploma with 10+ years of administrative support experience with a large department, preferably in a research or manufacturing setting; BS or AS degree preferred.
  • Position requires an independent, self-motivated, organized, detail-oriented and flexible individual with excellent communication skills and the ability to interface and collaborate effectively with individuals at various levels and across functions, both within and outside the company.
  • Fluent with Office365 tools: not only Outlook/Excel/Word, but SharePoint, Teams, & other apps as collaboration tools.
  • Fluent with requisitioning and budget reporting in SAP.
  • Technically savvy to support Digital Transformation initiatives; ability to do basic programming in PowerApp, Forms, Copilot, and other O365 tools/apps, together with data organization and analysis, is a strong plus.
  • Excellent grammar and spelling; accurate typing and proofreading
  • Desire to grow personal skillset - ability to envision and develop alternative approaches to solve problems
  • Ability to act with discretion in handling written or verbal confidential information
  • Professional image and accountability required
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