Facilities Operations Coordinator

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

Woods Hole Oceanographic Institution is currently searching for a Facilities Operations Coordinator to to join the Facilities Department. This is a regular, full-time, non-exempt position, and is eligible for full benefits.


This position provides administrative support to the Facilities department and its operations through data management, reception to WHOI employees, students, and guests; and critical response coordination in emergency situations. This individual acts as the central communications point for WHOI and the Facilities department as needed while under minimal supervision. The position requires an exceptional level of organization and communication skills with the ability to manage many tasks, activities, and deadlines. The position answers, reviews, and handles all incoming calls, e-mails, daily mail, and performs other administrative activities as needed. The activity covers a broad spectrum of situations, which requires good independent, decision-making skills.


The internal title for this position could be Senior Administrative Assistant I or Senior Administrative Assistant II, and the final level of the position will be determined commensurate with the selected candidate's level of education and experience.

Essential Functions


Senior Administrative Assistant I:


Facilities/Dispatch/Security Duties:

  • Monitor communication lines and alarms for urgent situations; respond in accurate and precise manner during crisis and emergency situations.
  • Provide communication to field staff/first responders and local officials during emergencies and drills.
  • Log events and manage emergency reference materials.
  • Lead and train other employees in Communication Hub protocol.
  • Front Desk tasks include welcoming employees, guests, and students by directing visitors, answering questions, keeping activity logs, and issuing temporary parking permits as needed.
  • Maintain key control log and issues key access requests.
  • Ensure reference materials for emergency response situations (CEMP) are kept up to date.
  • Operate and monitor CCTV equipment, security systems, access control, fire alarm systems and a variety of wireless and communication equipment.
  • Maintain TWIC access holder list.

Administrative Duties:

  • Provide administrative support to the Facilities Department and Sustainability program through various activities such as utility data entry and analytics, purchase requisition generation, invoice management, data entry, and other administrative tasks as assigned.
  • Maintain data services that will require the use of technical office equipment including but not limited to computers, copier/fax/scanners.
  • Facilitate and maintain floor plan documentation through outreach and updates to databases and floorplan platforms.
  • Manage project number allocation for Shop Cost Center’s project codes in internal software platform.
  • Assigns Shop Cost Center’s project codes to timing keeping system.
  • May create and produce flyers relating to Facilities or Sustainability notices or activities.
  • Manage and maintain updates to the Facilities web page such as staff changes, shop information, floor plans, Sustainability and Recreation links, etc.


  • Performs other duties as deemed necessary.

Senior Administrative Assistant II:

  • Performs all the functions listed above with additional level of independence.
  • Ability to identify and resolve both immediate and long-term problems with slightly less supervision.

Education & Experience


  • Proficiency with database, word processing, spreadsheet, communications software, and with computerized telephone systems.
  • Ability to simultaneously handle a variety of tasks at different levels of complexity required.
  • Ability to remain calm and professional in emergency situations.
  • Must have demonstrated strong communication skills to effectively interact and communicate with employees, students, and general public.
  • Must have excellent computer skills and willingness to learn new software platforms – Microsoft Suite, Adobe DC, etc.
  • Must be customer service oriented.
  • Maintains collaborative team relationships with peers and colleagues in order to provide quality communication services to the WHOI community
  • Must be able to read, write, and communicate in English.
  • Must be able to obtain TWIC card.
  • Valid driver's license with excellent driving record.

Senior Administrative Assistant I:

  • High school diploma or equivalent plus 2 years of office-related experience required.
  • Two or four year college degree is preferred.

Senior Administrative Assistant II:

  • High school diploma or equivalent plus 3 or more years of relevant work experience required.
  • Two or four year college degree is preferred.


  • Experience in the emergency dispatch arena is a plus.

Physical Requirements

Physical requirements include ability to lift less than 25 lbs 3 times a day and carry 10 lbs 3 times a day. This position is mostly sedentary and includes occasional standing and walking, and reaching above and below the shoulders. Occupational requirements include near vision and ability to distinguish basic colors as well as hearing, talking, working around others, working with others and working alone. 


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