Administrative Associate

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

The Woods Hole Oceanographic Institution welcomes an Administrative Associate to join the Biology Department to assist with coordinating and supporting the activities related to research funding requests in the Department.  In addition to providing day-to-day administrative support for the scientific staff, the successful candidate will provide experienced and knowledgeable support focused on the preparation of grant and contract proposals. This includes budgeting and proposal package assembly, while ensuring compliance with agency and Institution policy.


Reporting to the Department Administrator, the Administrative Associate will provide administrative support to the Department Administrator, Principal Investigators (PIs) and technical staff, mainly in pre-award activities. This position will provide key support to a fast-paced, dynamic group with varied scientific funding sponsors. The ideal candidate has the ability to coordinate multiple tasks/projects, has great attention to detail, works independently and under pressure, uses tact and discretion, and maintains superior organizational skills. Successful candidates will have the ability to function as a team member while taking initiative and ownership of assigned duties and projects.


The internal working title for this position is Administrative Associate I.  It is recommended that the successful candidate submit work samples, which can include a Power-Point, Spreadsheet, Memo and/or Procedure that demonstrates an ability to perform the essential functions listed below. 



Essential Functions

  • Handles complex proposal preparations, interpreting and executing detailed instructions and communicating both internally and externally to attain the finished product.
  • Will have significant responsibilities to ensure compliance within the bounds of Institution and agency policies/requirements/terms.
  • Will facilitate and assist in the coordination of the Department’s seminar series.
  • Will serve as the administrative contact for internal committees and be responsible for tracking and reporting data as well as scheduling regular meetings.
  • Facilitates communication within the Department and creates clear, articulate correspondence on behalf of the Department.
  • Be a point of contact for on-site personnel, maintaining a regular and frequent on-site presence.
  • Expected to demonstrate independence as appropriate to analyze and solve problems, seek additional information, and consult with supervisor as necessary.
  • May be responsible in assisting with the timely completion of reports required on funded projects.
  • May be required to coordinate with other administrative groups both internally and externally to achieve the desired results.
  • May arrange meetings/conferences, scheduling rooms and services.


  • As deemed necessary by supervisor

Education & Experience

  • Typically requires 5-10 years of relevant experience or an equivalent combination of education and work experience.
  • Excellent analytical and organizational skills, ability to work independently, assess priorities, and manage a variety of activities with exceptional attention to detail.
  • Knowledge of budget preparation, grants management and proposal preparation preferred.  Some accounting experience is desirable.
  • Use of software (i.e., on-line grant application systems, Microsoft Office applications, Excel, databases, etc.) pertinent to position at an advanced level on PC platforms. Will be required to develop expertise with the various WHOI systems: Financial Status Reports (FSRs), Streamlyne, etc.
  • Demonstrated interpersonal, written and organizational skills will be required to be provided during the interview process.
  • Must have proven ability to exercise discretion, good judgment, and be proactive in resolving issues.
  • Takes a leadership role in effectively working with internal and external constituents; effectively interact with others resolving conflicts; and identifies problems or opportunities and takes action to address them.

Physical Requirements

The physical requirements for this position are mostly sedentary, with occasional standing & walking, and repetitive motions. Occupational requirements include ability to distinguish basic colors, hearing, talking, working around others, working with others, and working alone. 


Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed