Administrative Associate I/II: Chair Assistant

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

Job summary

  • Assists the Department Chair with recruitment, appointment, and promotion of Department staff (i.e. scientific, technical, non-exempt, adjunct, and guest investigators); tracks staffs’ position timelines and requirements, compiles confidential application and promotion materials, and coordinates the operation of Departmental search committees.
  • Assists Department Chair and Department Administrator with special projects and preparation of complex reports/documents.
  • Tracks e-mail correspondence to the Chair, monitoring the account and, where appropriate, responding on behalf of the Chair.
  • Updates Department Chair’s and Department Administrator’s schedules, provides reminders.
  • Maintains departmental files, records and databases. Collects and compiles information from diverse sources; performs calculations, creates charts, graphs, spreadsheets, reports and presentations; performs other related duties as requested.
  • Maintains knowledge of Institution practices and procedures.
  • Arranges annual and semi-annual review meetings for multiple groups (staff; postdocs; graduate students). Distributes/collects/maintains review documents.
  • Arranges large meetings/conferences, scheduling space and catering, and ensures meeting requirements are met. Liaise with internal/external constituencies at all levels.
  • Oversees the Department’s onboarding of guest investigators and guest students, working with People Operations and Academic Programs Office as necessary. Perform accounting procedures related to same, including tracking funding for stipends and subsistence.
  • Uses software (e.g., on-line systems for financial reports, job candidate management, appointments and promotions ftp site, spreadsheets, databases, Microsoft Office, Google Drive, Adobe, etc.) at an experienced level.
  • Acts as a role model/mentor for junior staff utilizing a broad spectrum of Departmental and Institutional knowledge.

Essential Functions and Responsibilities

Administrative Associate I:

  • Makes decisions regarding work group or program; assists with establishing work standards for group; and leads group in setting goals and monitoring progress.
  • Takes an active role in leading group problem solving activities. Encourages the group to think of innovative solutions.
  • Participates in the development and implementation of new approaches to the work of the group.
  • Helps others think through their choices. Actively supports diversity initiatives and awareness.
  • Seeks out and identifies problems or opportunities and takes action to address them.
  • Actions and decisions may have impact on other groups.
  • Works to resolve conflicts between groups.
  • Effectively employs triage and troubleshooting techniques to resolve complex situations.
  • Has knowledge of how to work with upper levels of management to gain support.
  • Is current and proficient in new trends, concepts, technologies, and best practices within one’s professional discipline and applies that knowledge to current work.

Administrative Associate II (in addition to functions expected at the Assoc. I level):

  • Is responsible for fostering a positive problem-solving environment.
  • Promotes civility within and outside of work group; fosters environment for collaborative problem solving; demonstrates a high degree of confidentiality and discretion.
  • Demonstrates objective listening on a consistent basis; creates an environment that encourages open communication.
  • Is accountable for successful group processes and achieving desired results.
  • Works cross functionally to solve problems and implement changes.
  • Initiates innovative changes to continually improve operations both within the group as well as Institution-wide.
  • Independently makes decisions that may affect own group and is held accountable for the results.
  • Integrates new concepts, technologies and practices and aligns with future needs.
  • Actions and decisions may have a significant impact on performance of the work group, other groups and/or Institution.
  • May perform other duties deemed necessary by the supervisor.
  • Demonstrated strong interpersonal, written, and organizational skills are required.
  • Must have proven ability to exercise discretion, good judgment, and take initiative.
  • Attention to detail is critical.

Familiarity with People Operations and WHOI processes and procedures are advantages.

Education & Experience

Administrative Associate I:

  • Two to four year college degree is preferred; high school diploma is required.
  • Three plus years’ experience in an administrative role is required.

Administrative Associate II:

  • Two to four year college degree is preferred; high school diploma is required.
  • Five or more years of administrative experience is required.

Physical Requirements

This position will be largely sedentary and will require a majority of time spent at a computer. Vision and dexterity abilites necessary to work in these conditions are required. Must be able to work in a group and alone.


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