Administrative Associate - Sea Grant Fiscal Officer

The Woods Hole Oceanographic Institution is currently searching for an administrative professional for the joint position of Administrative Associate - Sea Grant Fiscal Officer in the Marine Chemistry and Geochemistry Department. This is a 3/4-time, exempt position, and is eligible for full benefits.

Woods Hole Oceanographic Institution (WHOI) Sea Grant supports marine research, extension, outreach and education programs. It is one of 34 Sea Grant College Programs located around the United States and its territories. WHOI Sea Grant is seeking an administrative professional/ fiscal officer to be based on the WHOI campus in Woods Hole, Massachusetts. The Administrative Associate - Sea Grant Fiscal Officer reports to and works closely with the Director of WHOI Sea Grant in areas of program management and administration. Grant management responsibilities include but are not limited to serving as a liaison between the program, the National Sea Grant office, and WHOI's Grants and Contracts Office. The Sea Grant Fiscal Officer is also responsible for financial and administrative management of awards, including management of awards during pre-award stage; monitoring all stages of award implementation, and preparing status updates and budget projections for the director. This position is responsible for coordinating accounting, budgeting, auditing, and other financial or related functions to ensure financial integrity of WHOI Sea Grant.

The internal working titles for this position could be Administrative Associate I or Administrative Associate II.  The final level of the position will be determined commensurate with the selected candidate’s level of education & experience.

The successful candidate will be appointed with the working title WHOI Sea Grant Fiscal Officer under one of the following administrative associate positions depending on their level of experience.

Administrative Associate I:

• 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.
• 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.

Administrative Associate II:

• Demonstrates objective listening on a consistent basis; creates an environment that encourages open communication.
• Fosters environment for collaborative problem solving; demonstrates a high degree of confidentiality and discretion.
• Initiates innovative changes to continually improve operations both within the group as well as Institution-wide.
• Integrates new concepts, technologies and practices and aligns with future needs.

This position requires strong interpersonal, written, verbal and organizational skills, as well as a broad range of software skills. The ability to exercise discretion, good judgement and take initiative in accomplishing tasks is essential. Must be able to work under pressure independently as well as a team member. Must be able to multi-task while maintaining accuracy with details.

• Prepare grant proposal applications including budgets, compliance review, and completion of all required forms/documentation.
• With the assistance of the Director, completes required Sea Grant reporting for all awards. This includes cost share reconciliations.
• Work closely with WHOI Sea Grant director and WHOI Grants and Contracts Office to manage fiscal and accounting aspects of awards within the Sea Grant program.
• Work closely with the WHOI Grants and Contracts Office in writing and awarding subcontracts to all recipients of Sea Grant funds.
• Monitors subaward invoices for proper cost share compliance.
• Represent WHOI Sea Grant in Sea Grant's Fiscal Officer network, serve as a fiscal liaison between WHOI Sea Grant and the National Sea Grant Office, and the WHOI Grants and Contracts Office.
• Provide administrative support for the director and staff including meeting scheduling, event planning and support.
• Process travel, purchase, and other reimbursement requests as needed.
• Assists Sea Grant students and fellows with the WHOI onboarding. 
• Maintain expertise in relevant software. Keeps up with new systems and trainings.
• Perform routine office tasks as needed.
• Maintain fluency with electronic proposal submissions to various agencies/organizations.
• Attend relevant NOAA Sea Grant related meetings and webinars (limited travel may be required).

Both levels:

• Bachelor's degree in Finance, Business, Business Administration or related field
• Candidates must be able to formulate and manage budgets
• Experienced processing, producing and organizing financial information
• Experienced with balancing and reconciling accounts, and developing proposals
• Ability to work in a team environment and work collaboratively
• Must be comfortable adapting to new financial system(s) 
• Strong computer skills including proficiency with Microsoft Office programs: Excel, Word, and PowerPoint and Adobe Acrobat
• Experience with Adobe Photoshop and Illustrator is highly desirable.

Administrative Associate I:

• A minimum of three years of relative work experience
• Ability to work independently and make decisions with supervision

Administrative Associate II:

• A minimum of five or more years of relative work experience
• Ability to work independently and make decisions with limited supervision

Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently and carry 0-10 lbs independently.  Visual abilities to include near.  Other physical tasks are mostly sedentary; use of hands for basic/fine grasping and manipulation, and repetitive motion.  Other occupational requirements include talking, working around others, with others, and independently.  Physical duties are subject to change.

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