• Administrative Assistant II

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

    Woods Hole Oceanographic Institution is seeking an energetic Administrative Assistant II to join the Physical Oceanography Department.  The successful candidate will have the ability to coordinate multiple tasks and projects concurrently, responds to unexpected situations, and meets deadlines in a timely manner.  This is a half-time, non-exempt role, eligible for benefits and opportunities for growth and promotion.   


    Essential Functions

    The individual hired into this Administrative Assistant II position will work with the Physical Oceanography Staff Assistant Team.  This administrative professional will assist the team with day-to-day activities, such as preparing expense vouchers, purchase requisitions, and account monitoring.  They also will function in a support role for federal and non federal proposal preperation. 

    • Completes expense vouchers for travel and other reimbursements for unit members, adhering to Institution and agency
    • Provides regular assistance with reconciling expense
    • Assists with bi-weekly timecards
    • Serves as key operator and point of contact for office
    • Assists with space administration, arranging office moves, phones, mailbox assignments
    • Maintains inventory and orders office supplies, matches invoices to packing slips, validates deliveries, and reconciles charges
    • Assists with purchasing of project supplies and materials as directed by group members
    • Supports the Staff Assistant Team with elements of proposal development, assembly and submission with particular emphasis on review of proposal budgets and the administrative portions of proposals for both federal and non-federal contracts
    • Answers routine inquiries,and maintains group emails
    • Creates clear, articulate correspondence on behalf of the unit; proofreads for basic spelling and grammar
    • May coordinate meetings and conferences, reserve room, order food, etc.

    Education & Experience


    • Minimum of 1- 3 years experience; or high school diploma plus 3 - 7 years of experience
    • Bachelor's degree in a related discipline is preferred
    • Proficient in Microsoft Word, Excel and Adobe Acrobat
    • Google applications strong plus
    • Excellent attention to detail required
    • Demonstrated interpersonal, written and organizational skills

    Specific skills, experience and education needed for this position: 

    • Group Problem Solving: Has the ability to actively participates in immediate work group by listening and commenting on suggested solutions.
    • Producing Results with Others: Can contribute opinions and supports group decisions.
    • Gaining Organizational Support: Has the ability to recognizes the need for and seeks input from others.
    • Verbal and Written Skills: Ability to draft communication for others; effectively interacts with others.
    • Listening and Understanding: Can seek out information to enhance understanding.
    • Conflict Resolution: Has the ability to deal respectfully with others; attempts to resolve personal conflicts without intervention.
    • Educating Others: Can informally communicate basic established processes and procedures.
    • Standards and Goal Setting: Has the ability to comply with established deadlines and work standards.
    • Influencing Others: Has the ability to encourage a positive attitude in coworkers.
    • Defining Problems and Implementing Solutions: Can break down simple problems into component parts and chooses from established alternative solutions.
    • Innovation and Continuous Improvement: Can adapt and improve established approaches to one’s own work.
    • Acquiring and Developing Knowledge, Skills and Expertise: Has remained technically current in one’s discipline or area.  Understands own area’s purpose and organizational structure.
    • Depth and Breadth of Knowledge: Has obtained practical experience and/or specialized training.  Has intermediate skill level of standard software.  Requires bachelor’s degree and professional credentials or equivalent experience.
    • Scope and Impact of Position: Impact of actions and decisions generally limited to own job.
    • Level of Supervision/Independence: With minimal supervision performs tasks in support of the work group or program; prioritizes own work.
    • Initiative: Seeks better ways to accomplish assigned tasks.
    • Basic knowledge of MS Office and Adobe Products

    Physical Requirements

    Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently, 2 times per day; carry 10-25 lbs, 2 times per day. Visual abilities to include near, far, peripheral, depth perception, and ability to distinguish basic colors. Hearing requirements include the ability to hear and respond to instructions, communicate effectively in loud areas (pier/dock, warehouse). Other physical tasks include occasional prolonged standing/walking; use of hands for basic /fine grasping and manipulation, repetitive motion, reaching above and below the shoulders, pushing, pulling, kneeling, bending, twisting, and stooping. Other occupational requirements include talking, traveling, working around others, and with others. Will be exposed to dust or other irritants and electrical/mechanical/power equipment hazards. Physical duties are subject to change.


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