• Sr. Administrative Assistant II /Admin Associate I

    Job ID
    Location : Location
    US-MA-Woods Hole
  • Job Summary

    Woods Hole Oceanographic Institution is looking for a Senior Administrative Assistant II or Administrative Associate I to provide day-to-day administrative support for the Applied Ocean Physics and Engineering (AOPE) Department.  The successful candidate will be part of a group responsible for appointments and promotions, space management and general office functions for the department.


    The primary responsibility of the role is to assist with processing the appointment and promotion of department staff. This individual is expected to contribute to ongoing development and maintenance of organized and efficient systems and processes supporting Departmental operations, providing a broad range of administrative and clerical support to the Department Office team.  The ideal candidate will exhibit strong writing and communication skills, exceptional attention to detail and maintain superior organizational skills.  Successful applicants will have the ability to function as a team member while taking ownership of assigned duties and projects while maintaining confidentiality.


    This is a full-time, benefits eligible position with opportunities for growth and promotion.

    Essential Functions

    Senior Administrative Assistant II Level

    • Assists with the appointment and promotion process of department staff (i.e. scientific, technical, non-exempt, adjunct, and guest investigators)
    • Compiles complex appointment and promotion files
    • Monitors status of appointments and promotions and works with appropriate parties to ensure timely completion of personnel actions. Works closely with hiring managers, human resources and department administration to provide efficient service. Applies knowledge of institution appointment guidelines and compliance areas
    • May assist with complex scheduling.  May coordinate meetings and conferences, including reserving room and ordering refreshments
    • Will assist with coordinating and supporting the activities and functions of the department and unit. Facilitates communication within the unit and handles confidential personnel files. Creates clear, articulate correspondence on behalf of the unit

    Administrative Associate I Level

    • Manages the appointment and promotion process of department staff (i.e. scientific, technical, non-exempt, adjunct, and guest investigators). Assists with the development of position requisitions and provides guidance to hiring managers and sponsors
    • Serves as a central resource for information about appointment and promotion, employment status, and leave of absence policies and procedures. Provides guidance to employees and managers about process and file content

    Education & Experience

    • Bachelor’s degree in a related discipline is preferred
    • Proficient in Microsoft Word, Excel and Adobe Acrobat
    • Demonstrated interpersonal, written and organizational skills
    • Must have proven ability to exercise discretion, good judgment, and take initiative
    • Attention to detail is critical

    Physical Requirements

    Physical duties for this position include but are not limited to, repetitive motion, use of hands for basic grasping / manipulation, mostly sedentary.  Visual abilities to include near vision, ability to distinguish basic colors. Hearing requirements include the ability to hear and respond to instructions, communicate effectively. Ability to work with others as well as around and alone.  Physical duties are subject to change.


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