Department Assistant

Job Title: Department Assistant

Location: Appleton, WI.

Job type and Duration: Contract to Hire

Our client, a global Architecture and Design Firm, is looking to hire a Department Assistant for their team in Appleton, WI.

The Department Assistant will provide administrative support for department management and project teams to ensure the 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:

• 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 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).
  
  

ESPO Corporation

Leaders in Technical Recruiting & Staffing since 1965

We are an Equal Opportunity Employer and value the benefits of diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity and expression, national origin, disability, protected Veteran status, or any other attribute or protected characteristic by law. If you need assistance applying please contact us directly.