• Administrative Assistant II / Sr. Administrative Assistant I

    Job ID
    2020-1262
    Category
    Administrative
    Type
    regular
    Location : Location
    US-MA-Woods Hole
  • Job Summary

    Woods Hole Oceanographic Institution is currently searching for an Administrative Assistant II/Senior Administrative Assistant I to join the Marine Facilities and Operations Department. This is a regular, full-time, non-exempt position, and is eligible for benefits. 

     

    Reporting to the Vice President of Marine Facilities and Operations, this position has direct responsibility for carrying out administrative and technical duties of the office. This position requires a broad range of skills (i.e. technical, computer, interpersonal) and requires initiative as well as professional discretion and independence. Position level will be determined by the selected candidate's education and experience.

    Essential Functions

    • Responsible for the day-to-day administration of the Office of the Vice President of Marine Facilities and Operations.
    • Maintains master calendar of activities for the Vice President of Marine Facilities and Operations as well as the entire office and coordinates with Senior Administration; arranges meetings, appointments, agendas, travel schedules and details related to special events.
    • Coordinates/arranges complex travel/accommodations for the Vice President of Marine Operations.

    Administrative Assistant II:

    • Assists with the preparation of cruise letters.
    • Tracks and assembles post-cruise assessments for Captains and Chief Scientists for appropriate distribution.
    • Serves as recorder and prepares minutes for Marine Operations’ meetings.
    • Originates purchase requisitions, shop services requests, travel authorizations, vouchers and other documents.
    • Performs routine office operational functions such as filing, copying, organizing, etc.
    • Maintains grant/contract documentation, publication and reports.
    • In coordination with the Director and President's Office and the Development Office, assists in the logistical planning for VIP visits/cruises/dives.
    • Prepares agendas, memoranda, assembles proposals, manuscripts and other documentation.
    • Gathers, assembles and analyzes information and data from a wide variety of sources in conjunction with initiatives set forth by the Vice President of Marine Facilities and Operations; assists in the preparation of reports to ensure timely and accurate information.
    • Refers routine matters to appropriate parties for action and follows up to ensure proper disposition.
    • Performs other duties as may be assigned with occasional extended hours for deadlines and special events.
    • Ensures the office has a professional appearance at all times.

    Senior Administrative Assistant I (in addition to all above listed functions):

    • Prepares multimedia presentations for Staff Council, Trustees, UNOLS committees, internal and external committees, Federal Agencies, Washington contacts, sponsors and other visitors.
    • Assists with proposal preparation.
    • Facilitates liaison with Trustees/Corporation Members, Federal Agencies, other agencies or corporation, and internal or external committees.
    • Assists with retrieving and reviewing financial/budget records.
    • Assists with the development of web pages, brochures, pamphlets, posters, newsletters and presentation materials using various software programs, scanner, etc.
    • Provides liaison with managers within department, Senior Administration, Staff Council, WHOI Science Departments and WHOI committees on behalf of the Vice President of Marine Facilities and Operations.
    • Facilitates communication between the Vice President of Marine Operations and federal agencies. Assists with drafting correspondence to Congressmen, federal agencies, trustees, sponsors and so forth.

    NON-ESSENTIAL FUNCTIONS:

    • Performs other duties deemed necessary by supervisor

    Education & Experience

    • Bachelor's degree with at least 1 year of office administrative experience - preferably in the research/education field.
    • Must have high degree of computer literacy, skilled in Microsoft Office applications, especially Outlook, Word, Excel, and PowerPoint. Experience with Photoshop, Adobe Acrobat a plus.
    • Demonstration of interpersonal, written, organizational and problem-solving skills is essential.
    • Must be a self-starter who is detail oriented and eager to get involved.
    • Other desired traits include creativity, assertiveness. a strong work ethic and the ability to thrive in a fast-paced environment.
    • Must possess the versatility that is needed to work effectively with a diverse group of managers both within the Marine Operations Department and throughout WHOI, a wide range of issues under pressure.

    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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