Administrative Associate I - Housing Coordinator

Woods Hole Oceanographic Institution (WHOI) is currently searching for an Administrative Associate I - Housing Coordinator to join the Facilities and Services Department. This is a regular, full-time, exempt position, and is eligible for full benefits.

With minimal supervision, this position acts as the primary resource for students, staff and guests staying in Institution Housing. Manages the daily operations of Institution housing including scheduling of rooms, processing charges and payments of rent, overseeing maintenance, and supervising the housekeeper. Must be technologically savvy, self-motivated, highly organized, able to take the initiative to perform complex administrative duties, exercise discretion and good judgment, and possess a strong work ethic.

The internal working title for this position should be Administrative Associate I.

• Responsible for management, operation and scheduled use of the Institution’s student,staff and guest housing that includes up to 250 housing requests per year.
• Strategically assign housing based on several criteria to accommodate as many requests as possible in limited space.
• Coordinate repairs with WHOI Facilities & Services Department. Responsible for purchases and timely approval of invoices pertaining to the upkeep and repair of units. Accurately process payments or credits with the Accounts Payable and Procurement departments.
• Draft correspondence, write procedures and prepare housing-related materials and reports.
• Solicit, process and approve Rent Assistance Applications.
• Using Institutional financial systems, prepare and reconcile monthly rental income. Prepare annual Housing Capital Budget in coordination with the Institution’s Facilities Manager.
• Prepare paperwork for deposits and payroll deductions. Reconcile monthly rent; reconcile monthly purchase requisitions, credit card purchases and payments.
• Maintain and monitor Housing Office databases, spreadsheets, records and files.
• Supervise, train and manage housekeeping staff. Serve as primary interface between housekeeping and facilities staff.
• Review housing policies with WHOI students, staff, guests and fellows during their orientation and oversee the completion of necessary housing paperwork upon arrival.
• Work closely with various groups from outside the Institution, e.g. international guests, along with scientific staff and administrative staff from within WHOI, with respect to reservation and billing issues.
• Along with VP for Academic Programs and Dean and other leadership, develop Housing Policy and rent amounts; interpret and disseminate this policy and information to internal and external inquiries.
• Act as primary point of contact for staff, guests and students while in Institution Housing addressing their individual concerns and needs. Work with tenants to resolve resident conflicts.
• In accordance with the Institution’s Environmental Health and Safety Office policies, relay and enforce housing safety procedures.
• Compile content and maintain WHOI’s Community Housing website including correspondence with landlords. Is the primary contact for Woods Hole science institutions with regard to the Community Housing webpage.
• Act as a resource for new staff, postdoctoral researchers and students regarding the local rental market.

NON-ESSENTIAL FUNCTIONS:

• Act as member of Hurricane Preparedness Committee.
• Perform other duties as the supervisor deems necessary.

REQUIRED:

• • Previous experience in the housing, real estate, and/or facilities sectors.
  • Extensive experience and proficiency with MS Office, specifically Excel and Word.
  • Ability to create and maintain accurate and continuously up-dated record keeping and accounting.
  • Demonstrates excellent written and oral communication skills. 
  • Must have strong interpersonal and organizational skills and the ability to resolve complex problems or financial discrepancies.

DESIRED:

• Previous experience providing administrative support in a similar environment (housing, academia, or financial).

General Competencies of Administrative Associate I:

• Collaboration:
  • Takes an active role in leading group problem solving activities. Encourages the group to think of innovative solutions.
  • Leads group in setting goals and monitoring progress.
  • Has knowledge of how to work with upper levels of management to gain support.
• Communication:
  • Assists in making formal presentations, both verbal and written, to inform and educate.
  • Translates technical or procedural information into specifications or action plans.
  • Works to resolve conflicts between groups.
  • Transfers technical or administrative knowledge to others through formal or informal training.
• Influencing and Leading:
  • Typically mentors junior staff in and/or outside of work group.
  • Assists with establishing work standards for group.
  • Helps others think through their choices. Actively supports diversity initiatives and awareness.
• Critical Thinking and Problem Solving:
  • Effectively employs triage and troubleshooting techniques to resolve complex situations.
  • Participates in the development and implementation of new approaches to the work of the group.
• Knowledge, Skills and Expertise:
  • Is current and proficient in new trends, concepts, technologies, and best practices within one’s professional discipline and to apply that knowledge to current work.
  • Has project management skills.
• Responsibility and Accountability:
  • Actions and decisions may have impact on other groups.
  • Makes decisions regarding work group or program and may supervise junior staff.
  • Seeks out and identifies problems or opportunities and takes immediate action to address them.

Physical duties for this position include but are not limited to, ability to lift 25-50 lbs, 1 times per day; carry 10-25 lbs, 1 times per day. Visual abilities to include depth perception and ability to distinguish basic colors. Hearing requirements include the ability to hear and respond to instructions. Other physical tasks include occasional standing/walking, repetitive motion, and climbing stairs to inspect housing units. Other occupational requirements include talking, working around others, and with others. Physical duties are subject to change.