What are the responsibilities and job description for the Administrative Analyst - Facilities (Job ID: 674) position at Colonna's Shipyard, Inc.?
Administrative Analyst - Facilities
Purpose:
The Administrative Analyst is a highly organized and detail-oriented individual performing key administrative and analytical tasking critical to the successful operations of our Facilities department. This position provides essential administrative support for large capital expansion projects, shipyard drydocking functions, enterprise repair and maintenance budgeting processes, enterprise regulatory compliance and permitting processes, as well as aiding a staff of 5-10 project and engineering professionals.
Demonstrating sound business acumen and command of current business tools, the Administrative Analyst has the ability to handle multiple complex projects with competing deadlines and good priority judgement.
This full-time, onsite position may require occasional flexibility in working hours as well as hours beyond a standard workweek to accommodate business needs.
Job Description:
Key responsibilities include:
- Create and maintain comprehensive documentation system for large, complex capital expansion projects and other departmental needs, support consistent formatting and ease of access.
- Gather/collect/record/analyze/track data from multiple resources, prepare detailed reports, and present findings and updates to leadership on various initiatives, to include project budgeting.
- Collaborate with IT team, and other internal stakeholders, to implement new administrative systems and processes, or modify existing ones, to ensure alignment of business objectives with current/future technologies.
- Manage the creation, ongoing development, and oversight of the department’s intranet site using the SharePoint platform.
- Prepare regular reports and provide updates on project performance, project progress, and any identified risks or issues.
Additionally, the Administrative Analyst will:
- Support leadership’s calendar needs, coordinate appointments, deconflict schedules, as well as oversight of the overall Department’s project schedule (ensuring milestones and deadlines are known and met). May also support the team, as needed, with inbox/communications management and travel coordination.
- Various administrative tasking, functional support, and collaboration with various teams to improve operational efficiency of the department. Design and make continuous improvements through administrative and process excellence and utilization of technology & business tools (such as SharePoint, Teams, etc.).
- Analyze and evaluate existing administrative processes, systems, infrastructure, and identify areas of improvement and develop creative solutions.
Qualifications:
- Must have a bachelor’s degree in business, information technology, or related field (or equivalent experience) and at least 5-7 years of experience in progressive administrative roles.
- Must have strong command of business tools required, to specifically include (not limited to) Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and proficiency in SharePoint.
- Must have experience with data management, reporting tools, and database systems (e.g., SQL Server, Oracle, Microsoft Products relative to the functional area, to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations.
- Must have excellent written and oral communication skills with internal and external stakeholders at all levels, commitment to process excellence, with strong organizational, detail-orientated, problem-solving, and analytical skills.
- Must be able to work independently and within a team, managing multiple priorities effectively.
- Must maintain current industry awareness and ability to adapt quickly to new/emerging technologies, evolving business needs, industry trends, and best practices.
- Must be able to handle confidential information with discretion.
- Must have strong attention to detail and an ability to deliver quality work under tight deadlines.
Travel Requirements:
- Minimal Travel; 10% or less.
Physical Requirements:
- Remaining in a stationary position, often standing, or sitting for prolonged periods.
- Able to sit and work on a computer for long periods of time.
- Moving about accomplishing tasks or moving from one worksite to another.
- Communicating with others to exchange information.
- Light work that includes moving objects up to 20 pounds.
Respect, Pride, Truth, Family – These are our VALUES and the guidelines that make us a leader in our industry. We are pleased and confident in stating that our skilled employees are among the most respected experts in the ship repair industry.
Colonna’s Shipyard Inc., and its divisions, are committed to ensuring equal employment opportunities for all job applicants and employees. Employment decisions are based upon job-related reasons regardless of an applicant's race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, marital status, genetic information, protected veteran status, or any other status protected by law.
Additionally, Colonna’s Shipyard provides a variety of benefits to support your best health, wellness, and future, to include medical/dental/vision options, company paid disability insurances, 401k with match, legal services, as well as company paid holidays and paid time off (PTO).
