Administration Associate Jobs in Portland, ME (NOW HIRING)

We offer a competitive salary for this role, with an expected range of $52,800 - $84,200/yr. The final offer will depend on your experience, skills, and overall qualifications. General Dynamics - Bath Iron Works also provides a variety of benefits including medical & dental insurance coverage, 401(k) retirement savings plan, flexible spending accounts/HSAs, life and disability insurance, company paid holidays, paid time off (PTO), health coaching, athletic trainers, employee assistance programs and onsite health services.

The Bath Iron Works Planning Department is looking for an organized and energetic administrator to coordinate a variety of reports, projects and activities. This individual will be responsible for overall department coordination and organization, helping the group to work at optimal efficiency, and contribute to a collaborative and engaging environment. Operating under the BIW Business Operating System (BOS), the Administrative Specialist ensures compliance with safety, quality, and performance standards while coordinating with other key stakeholders to meet overall milestones.  This role serves as the central process coordinator supporting a department of planners, managers, and crossfunctional partners, ensuring consistent operational rhythm and efficient information flow across the organization.  The Administrative Specialist contributes directly to department performance by maintaining workflows, supporting leadership reporting cycles, and managing core administrative systems essential to Planning operations.

Key Responsibilities

Safety Leadership:

• Ensure workplace conditions are compliant with company safety standards and actively participate in the Safety Action Team (SAT) and help lead initiatives.

Project Execution:

• Management of the Planning Department overhead spending and budget.
• Perform regular Time Accounting (WFM) and PeopleSoft Administration.
• Collect data, prepare presentations, and perform recordkeeping duties to manage department Viz Boards, Plans of the Week (POW), Digital
• Dashboards, and support Operational Performance Improvement Plans (OPIP), leveraging enhanced data visualization tools where applicable.
• Assist in developing statistical reports and presentations for the department.

Training and Development:

• Ensure proper onboarding of new employees to the organization including submitting IT asset and access requests.

Team Collaboration and Communication:

• Compose correspondence as needed between different departments and external stakeholders.
• Coordinate meetings and conference room schedules.
• Coordinate employee seating and general office organizational efforts.
• Maintain Organizational charts.

Continuous Improvement:

• Champion Business Operating System (BOS) principles and productivity enhancements across the Planning organization.
• Identify and eliminate non-value-added activities, followed by implementation of process improvements while leveraging A3 problem-solving structured approach.

• Associate's degree in finance, Business Management, Operations Management, or equivalent combination of education and experience.
• Equivalent experience may include progressively responsible administrative or project coordination roles within technical or industrial environments.

• 3 years' experience in an administrative role, or a combination of similar experience.
• Excellent oral and written communication skills required.
• Strong organizational and interpersonal skills are required.
• Attention to detail and strong problem-solving skills.
• Strong data analytical skills, with the ability to organize and simplify complex information into various spreadsheets.
• Experience in creating professional-quality presentations for leadership review preferred.
• Demonstrated proficiency with computer applications including MS Excel, MS Word, Outlook, MS Access.
• Experience with Microsoft SharePoint site development strongly preferred.
• Ability to manage and prioritize work with minimal supervision.
• Proven ability to work in a team environment.
• Enthusiasm for taking on new challenges, desire for follow-through.
• An understanding of Earned Value Management (EVM) principles preferred.
• Demonstrated ability to coordinate multiple concurrent priorities and maintain accuracy under tight deadlines.