• Sr. Administrative Assistant I - Information Services

    Job ID
    2020-1258
    Category
    Administrative
    Type
    regular
    Location : Location
    US-MA-Woods Hole
  • Job Summary

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

    This position provides day-to-day administrative support for staff in the Information Services department and assists with financial tasks, budget and billing, calendar coordination, project support and general office duties.

     

    Essential Functions

     

    Financial support for IS Department:

    • Provide support to the purchasing and accounts payable processes
    • Monitor and track capital project numbers and contract/agreement renewals
    • Assist with timecard and work-order assignments in the system
    • Gather information from IS Managers regarding billable services for monthly submission to Accounting

    Budget creation and monitoring:

    • Assist with gathering annual budget information
    • Create budget justification materials in PowerPoint
    • Assist with monthly financial reviews to monitor Budget vs Actuals

    Project support:

    • Assist with updating project plans, as requested
    • Assist with required project documentation

    General office support:

    • Assist with meetings including scheduling and logistical support, solicitation of agenda items, presentation preparation, and taking minutes for departmental meetings and interviews
    • Order supplies and assist with computer related purchases, as requested
    • Other duties as requested

    NON-ESSENTIAL FUNCTIONS:

    • Performs other duties as deemed necessary by supervisor.

    Education & Experience

    • Requires a high school diploma or equivalent and training or experience in business administration
    • Advanced proficiency in MS Excel including pivot tables
    • Advanced proficiency in MS PowerPoint
    • Proficiency in MS Word
    • Knowledge of basic financial accounting practices
    • Good organization, prioritization and time management skills

    • Ability to take direction and communicate effectively in support of departmental needs

    • Ability to multi task and be self-directed

    • Successful candidate will have strong interpersonal, written, verbal, and organization skills.

    Physical Requirements

    Physical duties for this position are continuously sedentary, other duties include repetitive motion and use of hands for basic & fine grasping & manipulation. Other occupational requirements include the ability to work around others, work with others, and work alone.

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