Administrative Assistant - Half Time

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

Woods Hole Oceanographic Institution is searching for a qualified Administrative Assistant to join the Applied Ocean Physics & Engineering department.  This position will provide day-to-day administrative support for scientific and engineering staff. This position offers opportunity for growth and promotion.  This is a regular, half-time, non-exempt position, and is eligible for full benefits.


The internal working title for this position is Administrative Assistant IIThe final level of the position will be determined commensurate with the selected candidate's level of education and experience.

Essential Functions

  • Completes expense vouchers for travel and other reimbursements adhering to Institution and agency requirements and will assist with tracking of shop work orders and charges to projects: assists with reconciling accounts.
  • Appropriately responds to routine inquiries, maintain group email lists, order office supplies, match invoices to packing slips and validate deliveries and reconcile charges to projects.
  • Research and assign appropriate accounting information FedEx invoice statements for submission to Accounts Payable.
  • Assists with preparation of space, IT arrangements, mail delivery, and onboarding of new personnel and guests; functions as key operator for office equipment.
  • Sends reminders about overdue property inventories and track to closure (as needed).
  • Contacts appropriate people to handle basic maintenance issues.
  • Maintains shared filing system for forms and documents, either electronically or paper copies.
  • Assists with basic events – schedule routine meetings, reserve room, order refreshments.
  • Assists with coordinating travel arrangements.
  • May provide assistance updating documents including updating CVs.
  • Compose and edit documents such as memos and handouts.
  • Assists in the careful monitoring of budgets.

Non-Essential Functions:

  • Performs other routine office tasks as requestedby supervisor.

Education & Experience

  • High school diploma or equivalent and training or experience in business administration is required.
  • A minimum of 2 years of experience in similiar administrative role is preferred.
  • Basic knowledge of standard software (Microsoft Office, Adobe Acrobat) and data entry.  
  • Successful candidate will have strong interpersonal, written, verbal and organizational skills.
  • Must have customer service orientation; looking for a team player with desire and ability to achieve team goals.

  • Must demonstrate good judgment and attention to detail.

  • Ability to comfortably assess situations and ability to use pre-existing procedures to troubleshoot current or potential work-related problems.

Physical Requirements

Physical duties for this position include but are not limited to, repetitive motion, use of hands for basic grasping and manipulation, mostly sedentary.  Ability to work with others as well as around and alone. Physical duties are subject to change.


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