• Sr. Administrative Assistant I - Marine Operations

    Job ID
    2020-1259
    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 Shipboard Scientific Services Group (SSG). This is a regular, full-time, non-exempt position, and is eligible for benefits.

    Reporting to the Group Operations Leader of Shipboard Scientific Services Group (SSSG), this position provides day-to-day administrative support to the SSSG Group. This position works closely with SSSG department personnel assisting in travel, UNANET timecards, expense vouchers, cruise letters, schedules, correspondence and purchase orders. The position requires a high 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

    • Works independently to troubleshoot potential problems before they develop and provides a quick reaction to various situations
    • Communicates center personnel changes and anticipates and prepares for problems or special opportunities and communicates accordingly
    • Acts as Point-of-Contact for sea-going personnel: excellent communication skills required to keep them informed about all Institution/Department policies, changes, etc
    • Provide guidance in areas starting with the interview, hiring process and following with the normal vacation, sick leave, P&I, expense voucher, visa card, rotation travel, shore leave, insurance, drug testing and health benefit requests. React quickly and efficiently to emergencies, last minute requests by the PI's and all that science cruise logistics can entail
    • Works in a collaborative manner with Research Vessel Science Coordinator to develop and issue the Cruise Planning Letters and ensure all cruise specific Personnel Forms have been collected. Cruise Planning Letters are issued in an efficient and timely manner with accurate information
    • Approves processing of institution forms, arranges group travel, coordinates large meetings and conferences, processes IS and Facilities work orders
    • Works closely with the principal investigators to ensure compliance with specific agency requirements and policies
    • Assists Ship Operations/SSSG Administrator in preparing pre-proposal documentation and supporting requested data
    • Authority or approval of all Time Reports submitted by the Group, with the exception of the Group Operations Leader
    • Provides guidance for hiring process of all levels of staff. Provides support to the Group Operations Leader regarding recommended salaries for promotions and new hires by working with Human Resources. Assists with compilation of required documentation for hiring and promotion file review
    • Tracks funding for Center personnel and reviews FSR’s for purchase order and invoice processing
    • Interprets and applies Institution policies and procedures; formulates and implements Center procedures; works closely with Ship Operations/SSSG Administrator managers on various tasks
    • Together with the Group Operations Leader, assesses group space requirements and renovation needs; submits modification specifications

    Education & Experience

    REQUIRED:

    • Bachelors degree in business administration or an area related to the technical or administrative work of the center with 5 years of directly related experience at an institution or a non-profit organization; or an Associate's degree with 5-8 years of directly related experience; or equivalent combination of education/experience
    • In addition to general financial management experience, must also possess the specialized technical knowledge required to manage the administrative services of the Shipboard Scientific Services Group
    • Must possess strong analytical ability and effective interpersonal communication skills with a methodical approach to problem solving
    • Must have excellent organization skills

    DESIRED:

    • Technical or scientific knowledge and training in fields related to the work of the particular center are also desired

     

    Physical Requirements

    Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently, 5 times per day; carry 0-10 lbs, 5 times per day. Other occupational requirements include working around others, working alone, and operating a computer, telephone, and general office equipment. This position is mostly sedentary with occasional standing/walking and repetitive motion.

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