Abbott is an Equal Opportunity Employer of Minorities/Women/Individuals with Disabilities/Protected Veterans.
Please note that candidates need to be eligible to work in the U.S. without Abbott sponsorship.
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The position is responsible for multiple administrative and coordination functions in support of site management including but not limited to the Plant Manager, Manufacturing Manager, Controller, BEX Manager and Materials Manager. This position requires timely, efficient coordination of activities, which reflect the strategic direction of the site and the goals of the Plant Manager that comply to Corporate and Division policy. This position is the primary contact for the site’s public relations and the coordinator of corporate travel programs.
The employee is required to be a proactive, self-motivated individual who understands the expectations and goals of the job and assumes the responsibility to get the job done without supervision. The operation must continue to function smoothly when the Plant Manager is unavailable. Incumbent is expected to utilize analytical and problem-solving skills and all available resources. When issues become more complex or beyond the position’s range of empowerment, the Plant Manager provides guidance and assistance as needed.
This position has significant contact with individuals in all Plant Departments and Division level functions, (executive offices, operations, public affairs, accounts payable, telecommunications, materials, Engineering, QA, Human Resources, and other Ross plants, Corporate functions (public affairs, Abbott Laboratories Fund, travel, and others as applicable), RPD District Sales Managers, and Abbott’s Regional Director of State Government Affairs. Outside contacts are RPD customers (consumers, dietitians, nurses, resident doctors, child birth educators), schools and colleges, federal, state and local legislators and officials, area business leaders, local boards and foundations, local media, suppliers, and area lodging providers.
These interactions are necessary to manage the responsibilities of this job position, for carrying out directives of the Plant Manager to the manufacturing and distribution functions, to efficiently coordinate the Plant Manager’s schedule, to coordinate consumer relations and public relations for the plant to help students understand job skills needed, to source and negotiate with suppliers, for information gathering, and problem-solving. Contacts are made to respond quickly and efficiently to issues as they occur.
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Coordinate administrative office management duties for the Plant Manager and his staff as needed: manage the Plant Manager’s and his staff’s calendars, scheduling meetings, arranging functions/luncheons, composing letters and coordinating plant wide employee meetings.
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Responsible for maintaining the Plant Manager and his staff’s Impact Goals – coordinate year-end/new year goal process, input of goals on Notes database, tracking results to expectations. Investigate active goals nearing goal due date.
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Understand the Financial/Accounting system. Coordinate the Plant Manager’s department budget of approximately $60,00 i.e., purchases, invoices, track spending to budget, resolve accounting issues.
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Relay Plant Manager’s directive to management staff through personal contact or e-mail.
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Information gathering as needed by the Plant Manager and his staff.
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Develop presentations for the Plant Manager and his staff.
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Contact offices of Corporate and Division executives as needed on behalf of the Plant Manager and his staff.
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Develop and foster a good relationship with charitable and civic Boards and Foundations on which the Plant Manager and his staff serves and with area business leaders.
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Protect confidential information, i.e., exempt performance reviews, exempt pay information and correspondence.
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Field and screen outside telephone calls in a pleasant manner, while protecting confidential information per corporate policy. Know division contacts if customer call needs to be forwarded there. Follow up with caller on behalf of Plant Manager and his staff when appropriate.
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Travel program coordinator for the Sturgis Plant with Abbott Corporate Travel and American Express. Responsible for informing all plant personnel of new travel policies and advising Corporate Travel of problems, issues and suggestions.
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Coordinate all travel arrangements for the Plant Manager and his staff.
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Coordinate customer visits/plant tours for groups (senior citizens, dietitians, nurses, resident doctors, child birth educators) ranging from 5 to 50 people. Incumbent is the plant contact for Abbott medical nutritionals and pediatric sales representatives.
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Coordinate educational tours, i.e., high schools/Junior Achievement, colleges. Goal is to encourage students to seek employment with Abbott when they enter the work field and to help them understand the basic job skills they will need.
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Coordinate visits for legislators and officials. Deal directly with their offices and with Abbott regional director of state government affairs.
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Coordinate Corporate/Division executive staff visits.
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Support other plant administrative financial functions which may include control and maintenance of postal meter, sorting of payroll checks, distributing monthly budget information, Plan/Update schedules for Accounts Payable.
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Work with the Chairperson of the United Fund Campaign coordinating all meetings, distribution of cards and keeping track of all funds received in various reports.
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Administrator of the plant’s internal communication systems (Target Vision).
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Perform daily data entry of MAS downtime sheets.
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Perform filing of all PM’s.
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Train and help personnel with the CTE Expense reporting system.
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Member of the Plant Crisis Management Team. In the event of a crisis, as stated in the RPD Plant Crisis Communication Manual for the Sturgis Plant, incumbent: will be called, as needed, to the Media Briefing Center to answer telephones, obtain materials and assist staff in necessary activities, order refreshments for the Media Briefing Center, provide safety equipment for any person(s) approved for entering the emergency/disaster site.
Qualifications
High School Diploma
Required knowledge is gained mostly through work experience with Abbott Laboratories. Mentoring by the Plant Manager is very beneficial to a new person in this job. Skills in communication, problem-solving, computer versatility, multiple task techniques may be enhanced through in-house self improvement courses or outside seminars.
Broad knowledge of Abbott/Ross/manufacturing organization (i.e. corporate/division contacts and reporting relationship, financial and accounting systems and cost effectiveness principles, administrative policies, and an understanding of expectations and goals) is required to efficiently perform daily duties. Must know what needs to be done to handle situations without specific direction. Must be able to recognize if help is needed and who to contact for that assistance. This is essential as a member of the Plant Crisis Management Team.
Excellent written and oral communication skills are mandatory due to the high level of interaction both inside and outside of the corporation. These are critical to present a positive image of Abbott and to maintain good public and corporate relations.
Ability to prioritize and deal with multiple challenges to meet deadlines. Good problem-solving skills, organizational skills, and sound judgment are needed.
Good computer skills are required, as well as the ability to grasp new or improved software programs with no negative impact on business.
The incumbent is expected to be proactive and use personal judgment in the planning and performance of this job. Major tasks and activities listed under major responsibilities are performed without supervision unless the Plant Manager’s in-depth involvement is required (i.e., conveying expectations for new projects and information-gathering needed, and making decisions which only the Plant Manager is authorized to do).
As an issue arises, incumbent analyzes the issue and judges the best way to resolve it. If additional help is needed, must determine the appropriate contact for help in resolution.
Coordination of plant tours requires the organization of visit dates and times, presentations, escorts, tour routes, and any needs for the specific occasion (executive, legislative, customer or educational tour).
Budget coordination – track spending to gaited budget, investigate unidentified charges to the budget.
Compiling information from the best sources and condensing to a usable format (preparation of presentations).
Coordination (problem evaluation, resolution suggestions, initiation of corrective action, and feedback) between Corporate Travel and plant personnel on business travel problems and new procedures. Coordinate Corporate Travel’s annual travel seminar in-house.
Determine best resource for outside requests (i.e., direct call to Division consumer relations, public affairs, district sales representative, Second Harvest and food banks, Abbott Laboratories Fund). Follow up with the caller, if needed, on behalf of the Plant Manager.
Impact Goals process – track Impact Goal results to expectations, investigate active goals approaching due dates.
Anticipate Plant Manager’s needs for daily business, upcoming meetings, presentations and business trips.
Analyze ideas for the possibility of cost reductions for the EI/OPI process.
Due to the immediate and unsupervised activity and personal interaction with outside contacts (consumers, schools, federal, state and local officials, business leaders, organizations) and with other Abbott departments, the potential for errors is immediate with no opportunity for detection before harm is done.
Coordination errors for Abbott executive visits, customer tours, legislative visits, etc. would most likely not be caught beforehand.
Incumbent composes letters and memos to document information and is solely responsible for detecting errors before mailing.
This incumbent deals with a wide range of people (consumers, schools, federal, state and local officials, business leaders, organizations). Coordination errors and unprofessional behavior could create confusion, loss of productive time, a negative impression of the company, and loss of goodwill.
Disclosure of confidential information could negatively impact business climate, i.e., accidental breech of confidentiality could damage the competitive edge for a new manufacturing line. Failure to protect confidential pay and performance information would create negative employee relations. An error during a crisis situation could have severe negative financial impact and legal liability.
Lack of proper financial control would create unfavorability in the department’s budget, petty cash or cash sales.
Administrative errors, i.e., mistakes on Plant Manager’s calendar, travel itineraries and presentation; miscommunications, proofreading errors, etc., negatively impact department, plant and division operations.
This position functions in a highly computerized environment. This includes: a high volume of e-mail, managing the Plant Manager’s and other site management’s calendars, presentations, work processing, spreadsheets, Internet, training and scanning/importing/exporting.
As the plant coordinator for Target Vision, incumbent is both the editor and broadcaster of the internally televised communication system. An in-depth knowledge of the Target Vision software is needed to create slides and the broadcast show, add cable feeds, and problem-shoot.
In an unofficial capacity, this position is often asked computer-related questions and asked for general assistance with PC applications from many areas within the plant.
Coordination of multiple projects simultaneously with frequent interruption is a complex part of this job. Care must be taken to prevent key issues from being overlooked. Resolution of projects and issues may vary from simple to complex, depending on the required research and coordination between departments. An example would be the coordination of a VIP visit. All calendars must be rearranged to insure that all meetings are rescheduled or covered by appropriate personnel; all operational areas are staffed and able to meet production requirements; and time made available to meet with the VIP. Frequent changes to the VIP’s schedule result in accomplishing the above tasks multiple times. Communication of the visit and of any changes is critical to the successful completion of operational requirements and the VIP visit.
Significant Work Activities and Conditions
N/A
Job Classification
:
Experienced
Job
:
ADMINISTRATIVE SERVICES
Primary Location
:
USA-Michigan-Sturgis
Organization
:
ANSC-SuplChain
Schedule
:
Full-time
Shift
:
Day
Travel
:
No
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