Research Administrator Assistant

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

WHOI’s department of Applied Ocean Physics and Engineering is seeking an organized, detail-oriented and resourceful individual who will work collaboratively in the department and across the Institution. The position will support departmental investigators, while working with the Department’s Senior Administrative team members for high level policy and procedure guidance.  This is a regular, full-time, non-exempt position, and is eligible for full benefits. 


The role will expose the candidate to research administration requirements at the investigator and departmental level. The candidate is expected to provide support for both pre- and post-award functions including maintaining systems for relevant materials (e.g., CV, biographical sketches, award statements, current and pending proposal information, and reporting). May assist with coordination of seminars and/or maintaining calendars for scientific staff.


On-site presence is preferred. Hybrid schedule may be considered for right candidate with minimum onsite time expected between 3-4 days per week.


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

Essential Functions

  • Meets regularly with pre- and post-award teams to review and monitor requirements. 
  • Provides assistance with compliance, proposal development, and deadlines to research staff and department administrators.
  • Is responsible for departmental record creation and maintenance, including:
    • Updating & maintaining Bio-sketches
    • other CVs
    • various template documents.
  • May assist with the completion of applications from various sponsors under direction of a Research Administrator.
  • Working with investigators and post-award team to facilitate timely submission and logging of reports.
  • Assists with other administrative duties as they arise.

Senior Administrative Assistant I:

  • Without direct supervision performs complex and responsible tasks to coordinate and support the activities and functions of a work group or program.
  • Seeks out and undertakes new tasks; has good judgment about what needs to be done.

Senior Administrative Assistant II:

  • Actions and decisions typically have an impact on the success of the work group or program.
  • Anticipates and prepares for problems or special opportunities and communicates accordingly.
  • Guides and coaches others to learn to think through alternatives; serving as an example to others by setting high expectations.

Education & Experience

  • Associates degree with 2 years administrative experience. Bachelors degree preferred.
  • Computer Proficiency: Microsoft Office, Google Docs, Adobe Acrobat, Zoom and Teams. Basic knowledge of Excel.
  • Excellent organizational skills. Exceptional attention to detail. Demonstrated ability to proofread and review to ensure accuracy. 
  • Must be able to work independently and with a team, be flexible, accountable, and responsible.
  • Time management skills. Ability to manage competing priorities or seek help with priortization.

Senior Administrative Assistant I:

  • Thorough knowledge of standard practices, procedures, software, and technologies related to current position.
  • Associates degree with 2 years administrative experience and thorough knowledge of standard practices, procedures, software and technologies related to current position.

Senior Administrative Assistant II:

  • Has in-depth knowledge and expertise of practices, procedures, software, and technologies in the field.
  • Bachelor's degree with proficient knowledge of standard practices, procedures, software and technologies related to current position. 

Physical Requirements

Physical tasks include mostly sedentary with occasional prolonged standing/walking, use of hands for basic grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, and with others. Physical duties are subject to change.


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