Project Administrator - IBM Research

Introduction
At IBM, work is more than a job - it's a calling: To build. To design. To code. To consult. To think along with clients and sell. To make markets. To invent. To collaborate. Not just to do something better, but to attempt things you've never thought possible. Are you ready to lead in this new era of technology and solve some of the world's most challenging problems? If so, lets talk.

Your Role and Responsibilities
IBM Almaden Site Operations seeks to fill a Project Administrator position on the site services team, managing a variety of programs critical to ongoing business operations.

As a candidate for this role, you will be responsible for all aspects of IBM's "Compliance with Transportation, Entertainment, and Business Amenities" (CTEBA) for the Almaden site, ranging from individual clients/partners/visitors to large multi-client events. The role requires full familiarity with and adherence to IBM's policies on amenities and reimbursements provided to clients and/partners, including domestic and international requirements, and the differences between commercial, academic and government clients. This role requires significant financial accounting experience, excellent attention to detail, and experience in ensuring appropriate documentation is in place for financial audit. A robust understanding and relevant experience in financial accounting is required.

The candidate will also have comprehensive coordination responsibility for the intern program at IBM Almaden, requiring direct coordination with the interns, their academic organizations, their IBM managers, HR, and corporate intern program organizers, as well as senior site management. This role requires excellent interpersonal skills, as you will assist with on-boarding interns as they arrive in the program, organize and lead group events for as many as 100 individuals and work one-on-one with each intern to resolve individual issues related to pay, accommodations, transportation, etc. You will serve as a primary link between the interns and the rest of IBM.

This role also includes responsibility for managing a range of site services, including working with vendors and service providers and coordinating their contracts and purchase orders on an ongoing basis. As the coordinator for these services, you'll have primary responsibility for working with employees who make use of the services, as well as with senior site management to identify areas of continuous improvement for the site.

Required Technical and Professional Expertise

• Bachelor's degree in Business Management, Finance, or Communications
• Strong financial and cost accounting knowledge
• 5 years experience in financial accounting
• Working knowledge of IBM CTEBA processes
• Event management background and experience
• Strong interpersonal and communication skills and experience Strong IT skills in PC, Mac, Microsoft Office (Word, Excel, Powerpoint), Lotus Notes, Microsoft Outlook, Slack, Box, Webex)
• Proficiency with corporate AV tools and equipment used in event management

Audit experience:

• CTEBA processing for large events, requiring strong financial background, extensive knowledge of IBM expense reimbursement system, check requests, CTEBA requirements for government and commercial clients and audit preparedness.
• Coordination of site-wide student intern program, requiring strong interpersonal skills and financial skills and business controls knowledge.
• PO processing for site-wide services.

Preferred Technical and Professional Expertise
N/A