Mary Beth Dickman

• Managed engineering calendar to ensure timely completion of assignments.
• Facilitated procurement of essential engineering items as needed
• Facilitated timely invoice handling for engineering initiatives.
• Created correspondence materials to assist engineering team
• Efficiently arranged files and folders following established procedures.
• Updated spreadsheets with project information such as costs, timelines.
• Coordinated travel logistics for engineering staff
• Facilitated communication between engineering teams and other departments.
• Compiled engineering reports and presentations for management review.
• Supported engineers by managing administrative tasks, including filing
• Handled meal provisions for department meetings
• Arranged and managed travel logistics for employees.
• Facilitated smooth events with room scheduling and preparation of required resources.
• Sorted and routed office communications including faxes, letters, and emails.
• Maintained ample supplies for smooth operations
• Designed Excel workbooks for organized record maintenance
• Pleasantly welcomed visitors, answered phone calls, and maintained front reception desk.
• Maintained front desk with neat organization and efficiency
• Facilitated onboarding procedures for department newcomers
• Monitored deadlines for engineering projects and updated progress reports accordingly.

P-Card, QB, CP purchases

- Order part requests for engineering to be purchased in a timely manner, so they can complete projects on time.

This is done either by using the P-Card or taking the information from QuickBase and inputting it into Costpoint. In Costpoint, a buyer is assigned and a requisition is generated. An approval email is sent for approval by either the project approver or finance. Once approved, the buyer will generate the PO.

Alert requestor if the supplier of a purchase is on the restricted suppliers list.

Maintain spreadsheet of all Quickbase requests

Complete P-Card Packages for each P-Card Cycle for the year into the P-Card Tool. There are two P-Card cycles per month. This includes:

reallocate a transaction by changing the accounting information to allocate an amount to a different cost center.

Comments section – add item description and purpose of the purchase Oh, attaching invoices.

Use the P-Card in accordance with all applicable policies.. Ensure timely allocation of each transaction and complete business purpose, resolve any audit findings within two business days.

Make sure requestor has the following:

§ Project Code

§ PAA (Project Account Abbreviation) – this is included within the account number.

§ Code

§ Purpose

§ ProjectAccountAbbreviation

Cycle End Date - Last Date of the two-week cycle in which a transaction will post to be eligible for that cycle.

The P-Card package includes supporting documentation for each transaction that posted within the P-Card Cycle. The package is built in a specific order: Transaction Detail Summary Report, followed by each transaction's supporting documentation in sequential order.

- Complete Brian Baker's allocation, including P-Card Package, and allocate for each cycle he uses the card.

- Alert procurement to international vendors when not in CostPoint Company 1 or Jaggaer.

P-Card packages must include the following: charging allocation, itemized invoices, receipts, and a description of the transaction business purpose.

General Administrative Support.

Complete expenses, travel plans, and meetings for the engineering department, senior-level executives, including Nick Ortyl, Andy Foland, Cameron Ritchie, Brian Baker, and George Ravagni. Also, help engineers if they need assistance with questions on their expense reports.

Send out 515 Report weekly by email to all of engineering, and upload weekly template onto Vector SharePoint Drive.

Product Line Reviews:

To create Pre-Review Meetings and SES (IRAD, Product Line Review (for FY 2022 to coincide with MOR reviews.

Create Security Enterprise Solutions (SES) Product Line Review meetings per schedule with Brad Buswell and SES Leadership Team.

Timesheet Moves

Input in CIO tickets to change timesheets by adding and subtracting employees as needed.

Equipment for New Hires

Order equipment for new hires by utilizing CIO Central ticket system

Tewksbury Floor Plan

Update Tewksbury Floor Plan with Brian Ronco and Emily Floyd.

Help organize aor 2023. I would like to see MB help the engineering team improve the office: remove old office equipment, improve the visitor offices, re-setup the hangout areas, that sort of thing.

Distribution Lists:

Create and maintain engineering distribution lists by using SES Engineering Roster, sent Mondays by HR.

Lists included:

All SES Eng, Hold Baggage, Checkpoint, Program Management, Configuration Management, Data Science, S&T ScienceTech, Software Operations, Ports and Borders Engineering, Engineering Project Mgmt Office, Enterprise Engineering, Hold Baggage Engineering, Eng Tewsbury, Eng St. Petersburg, SES Tewksbury

SES Engineering, Vector SharePoint Drive.

Maintain SharePoint drive. To add folders, approve requests for access to folders, and documents within the site.

• Organized travel logistics for senior executives.
• Coordinated meetings for company executives
• Safeguarded sensitive information related to employees, customers, and operations
• Prepared detailed expense statements for senior management using company software.
• Maintained confidentiality of sensitive materials by adhering to policies
• Facilitated onboarding process for new employees
• Responded to inquiries by phone and email, ensuring efficient communication.
• Managed meeting logistics by handling room bookings and catering arrangements
• Handled catering logistics for numerous functions.
• Organized files and developed spreadsheets efficiently
• Prepared necessary supplies for events to ensure smooth operation
• Developed Excel spreadsheets for maintaining records
• Managed travel logistics and handled expense documentation

• Recorded and documented meeting minutes

Provided general administrative support to senior-level executive, including:

- Coordinating and prioritizing meeting schedule and work flow of the primary Executive.

- Trafficking of external inquiries and correspondence;

- Managing the flow of internal communication and information, calendar.

- Travel (international and domestic).

Organized on and off-site meetings: prepared agendas, and ensured all appropriate documents, facilities logistics, and equipment were in place.

Provided backup support for all Sr. Executives.

I managed the HR intranet website, which is responsible for posting job openings internally and externally.

Administrative Assistant to Vice President, Product Marketing & VP Corporate Marketing

Provided administrative support to the Vice President, including:

- Scheduling appointments and meetings.

- Managing calendar.

- Maintaining department contact database.

- Travel arrangements;

- General administrative tasks.

Managed award distribution, database, and files for the employee Author's Club incentive program.

I edited, formatted, and updated all available external and internal corporate marketing presentations.

Assisted with general off-site and on-site planning, speaker coordination, and registration at AspenTech international process industry conferences and User Group Meetings (AspenWorld is the pre-eminent international conference for the process industry).

Plant Operations and ADVENT Coordinator

Provided general administrative support to 2 Vice Presidents, including:

- Maintaining department records and databases.

- Filing, faxing, copying, and ordering supplies.

- Processing expense reports.

- Collecting timesheets with regards to project work and updating staff calendars and monthly project reports.

Produced product documentation, as well as sales, marketing, and training materials.

Assisted with project work orders and deliverables.

Coordinated internal sales meetings, on- and off-site training courses (registration, logistics, and shipment of materials).