• Senior Administrative Assistant

    Job ID
    2019-1155
    Category
    Administrative
    Type
    regular
  • Job Summary

    Woods Hole Oceanographic Institution is currently searching for a Senior Administrative Assistant I to join the Applied Ocean Physics & Engineering Department. This is a regular, full-time, non-exempt position, and is eligible for benefits.

     

    The Woods Hole Oceanographic Institution, Applied Ocean Physics and Engineering (AOPE) Department is looking for a Senior Administrative Assistant I to provide day-to-day administrative support for scientific, engineering staff, and technicians in the Advanced Engineering Laboratory (AEL).

     

    AEL is a fast-paced, dynamic lab with science and military funding sponsors. Work is varied. The candidate will be expected to provide administrative support to Principal Investigators (Pl's) and technical staff in the group, for both pre- and post-award related activities. The ideal candidate has exceptional attention to detail and the ability to coordinate multiple tasks/projects, exercise tact and discretion, and maintain superior organizational skills. Successful applicants will have the ability to function as a team member, while taking initiative and ownership of duties and projects.

    Essential Functions

    • Completes expense vouchers for travel and other reimbursements for unit members, adhering to Institution and agency requirements.
    • Provides regular assistance with reconciling expense accounts. Assists with bi-weekly timecard processing.
    • Serves as key operator and point of contact for office equipment.
    • Assists with space administration, arranging office moves, phones, mailboxes, etc.
    • Maintains inventory and orders office supplies, matches invoices to packing slips, validates deliveries, and reconciles charges to projects.
    • Assists with purchasing of project supplies and materials as directed by group members, tracks receipt.
    • Assists in the careful monitoring of budgets. Monitors project balances and end dates; provides data needed for the preparation of interim and final financial and technical progress reports. Applies knowledge of institution and agency spending regulations and compliance areas.
    • May provide assistance with elements of proposal development, assembly and submission, with particular emphasis on review of proposal budgets and the administrative portions of proposals.
    • Will answer routine inquiries, maintain group emails lists. Creates clear, articulate correspondence on behalf of the unit. Proofreads for: basic spelling and grammar.
    • May coordinate meetings and conferences, reserve room, order refreshments.

    NON-ESSENTIAL FUNCTIONS:

    • As deemed necessary by supervisor

    Education & Experience

    • Minimum of 2-3 years’ experience; or diploma plus 3-7 years of experience
    • Bachelor’s degree in a related discipline is preferred
    • Proficient in Microsoft Word, Excel, and Adobe Acrobat
    • Demonstrated interpersonal, written and organizational skill
    • Must have proven ability to exercise discretion, good judgment, and take initiative. Attention to detail is critical.
    • Some accounting experience is desirable

    Physical Requirements

    Physical duties for this position include but are not limited to, ability to carry 10-25 lbs. Visual abilities to include near vision, and ability to distinguish basic colors. Hearing requirements include the ability to hear and respond to instructions and communicate effectively. Other physical tasks include use of hands for basic grasping and manipulation, and repetitive motion. This position is mostly sedentary.  Other occupational requirements include talking, working around others, working with others and working alone. Physical duties are subject to change.

     

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