Administrative Assistant II

Job description

Work Schedule Standard (Mon-Fri) Environmental Conditions Able to lift 40 lbs. without assistance, Office Job Description As part of the Thermo Fisher Scientific team, you’ll discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life every single day to enable our customers to make the world healthier, cleaner and safer. We provide our global teams with the resources needed to achieve individual career goals while helping to take science a step beyond by developing solutions for some of the world’s toughest challenges, like protecting the environment, making sure our food is safe or helping find cures for cancer. Location: Detroit, MI. Relocation assistance is NOT provided. Must be legally authorized to work in the United States without sponsorship. Must be able to pass a comprehensive background check, which includes a drug screening. DESCRIPTION: As an Administrative Assistant II supporting our Detroit and Miami sites, you will help colleagues and site leaders get the details right—from contract-based union pay and benefits administration to welcoming, well-run site events. You will be a reliable point of coordination for employees, union representatives, Human Resources, Payroll, benefit providers, and site leaders. Your follow-through will help resolve administrative issues clearly and on time, while your communication and event-planning skills will help create a connected site community. What you will doUnion payroll and benefits administrationAdminister and coordinate union-related payroll and benefit transactions in line with applicable collective bargaining agreements, established procedures, and payroll deadlines. Process union vacation pay and entitlement requirements, overtime and premium pay items, contractual payroll additions, and supporting documentation; verify information and flag discrepancies for resolution. Prepare and submit union pension reports and related benefit documentation, and coordinate retiree life insurance payments and records. Maintain a clear, organized log of payroll, insurance, pension, and benefit questions. Confirm the issue and supporting facts, route it to the appropriate Payroll, HR, benefits, pension, or provider contact, track it through resolution, and communicate status and outcome to the employee. Track and administer union members’ time-off allocations—including PTO, sick time, and personal days—in accordance with applicable collective bargaining agreements and established procedures. Maintain accurate balances and records, coordinate required Payroll or HR updates, and follow up on discrepancies. Protect sensitive employee and compensation information, and support timely onboarding. Site events, engagement, and budget coordinationOwn the site events calendar and coordinate the planning and delivery of celebrations, recognition activities, engagement events, town halls, and other colleague gatherings across Detroit and Miami. Invite ideas and participation, build positive conversation about what colleagues would enjoy, and turn suggestions into practical plans that fit the audience, schedule, site requirements, and available budget. Coordinate event details such as venue or space, vendors, catering, supplies, invitations, communications, accessibility, setup, and day-of logistics; confirm owners and follow up on commitments. Manage the approved site activities budget: maintain a current view of commitments and remaining funds, obtain required approvals, coordinate purchasing, reconcile expenses, and raise cost or timing concerns early. Work with Site Leadership, HR, Business Resource Groups, and colleague volunteers to make activities inclusive, well communicated, and smoothly executed. Site and leadership supportProvide organized administrative support to Site Leadership, including meeting coordination, agendas, notes, action tracking, presentations, reports, spreadsheets, and correspondence. Coordinate quarterly site newsletters and support clear, timely communication about events and site activities. Support Workday or similar HR system transactions, new-hire documentation, orientation coordination, office supplies, purchasing, audits, and administrative record reconciliation. Identify opportunities to simplify, standardize, digitize, or automate routine administrative work, and support cross-functional projects as assigned. How you will succeedYou are accurate and discreet with pay, benefits, and personal information, and you understand the importance of deadlines and reliable records. You bring a methodical approach to resolving issues: gather the facts, identify the right owner, keep the employee informed, follow through, and document closure. You are personable and approachable. You communicate comfortably with colleagues at all levels, union representatives, leaders, vendors, and service providers, adapting your style to the audience. You enjoy bringing people together. You listen to ideas, encourage constructive discussion, and make event plans clear so colleagues know what is happening, when, and how to participate. You manage competing priorities with sound judgment, take ownership of follow-up, and raise risks early. QualificationsRequiredHigh school diploma or GED. At least three years of administrative, payroll, or HR support experience, including hands-on responsibility for payroll or benefit administration in a union-represented environment. Experience interpreting and applying collective bargaining agreement requirements or other contract-based pay rules, such as vacation, overtime, premiums, or eligibility provisions. Experience coordinating employee events or similar activities and managing related budgets, purchasing, or expense tracking. Strong written, verbal, and interpersonal communication skills, with the ability to handle confidential information and follow issues through to resolution. Proficiency with Microsoft Outlook, Excel, Word, and PowerPoint. PreferredExperience with Workday or another HR information system, payroll systems, and union pension or insurance processes. Experience supporting multiple sites, manufacturing operations, employee communications, recognition programs, or town halls. Associate degree, administrative certification, or equivalent relevant training. Apply today! http://jobs.thermofisher.com We offer competitive remuneration, annual incentive plan bonus scheme, healthcare, company 401k, and a range of employee benefits! Thermo Fisher Scientific offers employment with an innovative, forward-thinking organization, and outstanding career and development prospects. We offer an exciting company culture that stands for integrity, intensity, involvement, and innovation. Thermo Fisher Scientific is an EEO/Affirmative Action Employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status. We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform critical job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.