Division Administrator (DA) - Advanced Electromagnetics Division (AED)

We are seeking a highly organized, proactive, and results-oriented Division Administrator (DA) to oversee administrative and operational support across multiple office locations within the Advanced Electromagnetics Division (AED) throughout the United States.

The DA coordinates and improves key administrative functions, including human resources administration, purchasing and procurement, financial coordination, office operations, and security. This role requires a hands-on leader who takes initiative, anticipates needs, takes ownership of responsibilities, and drives issues through resolution while maintaining consistent processes and accountability across all locations.

Working closely with the AED Division Manager and other functional leaders, the DA must demonstrate sound judgment, flexibility, and a collaborative approach to problem-solving. The successful candidate will work independently, lead by example, adapt to changing priorities, and build strong relationships across offices and functional teams.

This role ensures efficient, consistent, and well-coordinated administrative operations across AED, allowing the Division Manager to focus on strategic priorities, business growth, and development.

Key Responsibilities

Administrative Leadership and Team Coordination

• Lead and coordinate administrative personnel across multiple AED office locations, promoting teamwork, accountability, and consistent performance.
• Establish clear expectations, communicate priorities, and ensure administrative activities align with division objectives.
• Take ownership of administrative issues, proactively identify solutions, and resolve or escalate matters as appropriate.
• Build strong working relationships with employees, division leadership, and functional teams to support effective collaboration.

Human Resources Administration

• Oversee HR administrative processes, including onboarding, personnel documentation, employee records, and coordination with HR.
• Supports HR administrative processes, including benefits guidance, employee relations, training, policy guidance and compliance assistance with all applicable state and federal employment laws in partnership with Corporate HR Business Partner support.
• Proactively address administrative gaps and coordinate with HR and division leadership to resolve issues and support employee needs.

Purchasing and Vendor Management

• Coordinate purchasing and procurement activities across AED locations in accordance with company policies and approval requirements.
• Manage vendor coordination and administrative service needs, ensuring timely follow-up and resolution of issues.
• Help to identify opportunities to improve purchasing efficiency, cost control, and consistency across locations.

Financial and Business Administration

• Coordinate budgeting, expense tracking, financial reporting, and related administrative processes.
• Provide accurate, timely information to support management decisions and monitor expenses, discrepancies, and resource needs.
• Identify opportunities to improve financial processes, cost efficiency, and resource utilization.

Office Operations and Security

• Oversee day-to-day office operations and promote consistent standards across AED locations.
• Coordinate facilities, office resources, and operational support to meet business needs.
• Anticipate operational needs, address concerns proactively, and adapt to changing priorities to minimize disruptions.

Process Improvement, Communication, and Collaboration

• Take ownership of assigned projects and commitments, ensuring timely completion and appropriate follow-through.
• Develop and standardize administrative processes and workflows across AED locations.
• Identify inefficiencies, recommend improvements, and implement approved changes.
• Promote proactive communication and information sharing across offices, leadership, and functional teams.
• Prepare accurate reports and operational updates to support division leadership and decision-making.
• Remain flexible and collaborate across teams to address changing business needs and support division objectives.

Qualifications Bachelors degree in business administration or a related field preferred; equivalent relevant experience may be considered.

• Minimum 2-4 years of relevant experience in the duties outline above
• Experience in administrative management, business operations, or a related leadership role.
• Demonstrated ability to lead teams, establish accountability, and coordinate activities across multiple locations.
• Proactive approach to problem-solving, with a strong sense of ownership and follow-through.
• Working knowledge of HR administration, purchasing and procurement, budgeting, expense management, and office operations.
• Strong organizational, communication, decision-making, and problem-solving skills.
• Ability to work independently while collaborating effectively with employees, management, and cross-functional teams.
• Flexibility to manage competing priorities, adapt to changing business needs, and respond effectively to operational challenges.
• Strong attention to detail and commitment to accurate, timely, and high-quality work.
• Proficiency with standard office software, reporting tools, and administrative systems.

Success Indicators

• Increased capacity for the AED Division Manager to focus on strategic priorities, business development, and division growth by improving processes, minimizing duplication, and increasing operational efficiency
• Effective leadership, teamwork, and accountability among administrative personnel.
• Consistent and efficient administrative operations across all AED office locations.
• Proactive identification and resolution of operational issues.
• Timely, accurate administrative, purchasing, and financial reporting.

Work Location and Travel

• This role is based on-site and may require up to 20% travel

Compensation & Benefits: Pay Range: $75,445 - $96,315 per year based on years of experience, degree and any special skills and knowledge that they may bring to the position. ARA offers competitive benefits that address our employees' needs now and in the future. Learn more about each of our benefits at https://www.ara.com/benefits/

Company Information:

Who is ARA? Learn more about ARA and Our Core Values at WHO WE ARE - ARA

Applied Research Associates, Inc. (ARA) is an employee-owned international research and engineering company recognized for providing technically superior solutions to complex and challenging problems in the physical sciences. The company, founded in Albuquerque, NM in 1979, employs over 2,200 professionals and continues to grow. ARA offices throughout the United States and Canada provide a broad range of technical expertise in defense technologies, civil technologies, computer software and simulation, systems analysis, environmental technologies, and testing and measurement.

At ARA, employees are our greatest assets. The corporation realizes that employee ownership spawns' greater creativity and initiative along with higher performance and customer satisfaction levels. ARA gives its employees the tools, training, opportunities and autonomy to take active roles as employee owners. The culture is challenging; innovation and experimentation are the norm. Employees are expected to advance new capabilities to support company's success, but also their own through the Employee Stock Ownership Plan (ESOP). The core values "Passion, Freedom, Service and Growth" and the motto, "Engineering and Science for Fun and Profit" sum up the ARA experience. For additional information and an opportunity to join this unique workplace, please visit our website at www.ara.com.