Job Description
- We are seeking an ERP Program Administrative Assistant on our PMO (Program Management Office) Team to provide administrative support to the Hershey ERP Program Office and the respective assigned projects.
- This is not purely an Administrative Assistant role, there are some Administration and Financial activities involved as well. We are looking for someone with 3-5 years of experience.
- This is a very visible program so reliability and due-diligence at work is key.
- The Program Assistant will report to the Program Manager and primarily serve 5-10 project managers inside the 200+ member ERP team.
- It is important this Program Assistant can coordinate across different teams for onboarding resources, organizing meetings / training / testing sessions, managing PMO calendar with and for the Program Manager, planning events and meals, occasionally log meeting minutes, assist in preparing presentation materials, etc.
- There are also activities assisting the ERP Finance team with data entry and analysis and with other teams in the ERP program.
- Work across several partner companies to obtain onboarding information, submit appropriate access and security and seating requests, and compile and maintain onboarding and offboarding database and documentation for project resources; at times there can be 20+ resources starting
- Manage co-location seating for project staff, create worker IDs, communicate with Delivery Manager on resources, initiating and responding to emails, schedule meetings and training/testing sessions.
- Assist Project Managers and Training team by completing Training assistant activities (rooms, class setup and administration in Learning Management System, etc)
- Assist Program Manager in maintaining PMO calendar, ERP team policies and procedures and other related PMO and Program documentation
- Assist with expense reports and vendor invoice management and analysis as requested by the Program Manager and the ERP Finance team
- Create, organize and maintain project filing systems and maintain correspondence and tracking logs for projects
- May assist Project Managers in compiling data and prepare presentations for weekly program status reports. Occasionally attend meetings, taking meeting minutes, document next steps and distribute meeting minutes to attendees. Perform other duties as assigned.
- Strong verbal and writing skills.
- Excellent communication, documentation, organizational and inter-personal skills to work with large groups
- Ability to work with and maintain confidential information.
- Proficiency with Word, Excel, PowerPoint, SharePoint, and Outlook is required
- Positive, cooperative attitude and willingness to take on additional duties as directed.
- Strong work ethic, able to work independently with desire to learn and improve and ability to manage time and complete assigned projects
- Knowledge of SAP software and SAP Projects, Microsoft Project, SAP Project Experience
- Knowledge of SAP financial postings and invoice management is a plus but not required
- Should have 3-5 years previous experience in an Administrative role