Sr. Administrative Assistant II - Corporate and Foundation Relations

At Woods Hole Oceanographic Institution (WHOI), our mission is to understand the ocean for our planet and our future.  In pursuit of this aspiration are some of the most world’s most talented ocean scientists and engineers who are pushing the boundaries of knowledge about the ocean to reveal its impact on our planet and our lives.  If you would like to support the people who go to impossible places to do impossible things, you can be part of making a difference.  The Development Office is looking for an organized, proactive, team-oriented, problem-solving administrative professional to support our Corporate and Foundation Relations team as Sr. Administrative Assistant II.  This is a regular, full-time, non-exempt position and is eligible for benefits. This is a hybrid position, requiring on site work each week.

Reporting to the Director of Advancement Operations and Stewardship this position will play a critical role in CFR fundraising efforts, including but not limited to: researching corporate and foundation prospects, monitoring request for proposals, working with Raisers Edge database tracking grant reports, and narrative and financial grant reporting requirements, as well as budget oversight. The ideal candidate will be organized, detail-oriented, and excited to engage with foundations, scientists and engineers as well as other WHOI staff across the institution.

50% Grant Management Support

• Support the CFR researching foundations and individuals for various projects and initiatives at WHOI across all program areas and other institutional priority areas.
• Help prepare Letters of Interest (LOI), Request for Proposals (RFP) and other information and materials to foundations and corporations.
• Record grant reporting schedules.
• Send reminders to WHOI scientists and department admins, as directed, and follow-up to confirm they are on track for submission by or before the deadline.
• Track interim and final reports that need to be submitted. Including:
  • Support budget oversight of all corporate and foundation grants, tracking spending, and ascertaining no cost extensions when necessary.
  • Helps coordinate the preparation of financial reports to meet foundation-specific reporting requirements.
  • After review by CFR, submit narrative and financial reports to funders via appropriate platforms.  

50% Administrative Support

• Enter corporate and foundation information into Raisers Edge donor database, including, but not limited to, creating new records, entering proposals submitted, updating status, and communicating with foundations.
• CFR calendar management.
• Schedule, support, and prepare call reports for meetings with PIs and funders and general activity tracking.
• Draft grant acknowledgment letters.
• Assist the Director with monitoring the department budget, submitting expense reports, creating purchase orders, and general vendor interactions.
• Handle and maintain confidential materials, some of a complex nature.
• Maintain organizational files and assist with preparation and implementation for donor events and tours.
• Track Moves Management data in Raiser’s Edge database and regularly run scheduled moves reports.
• Review Development Office correspondence to extract relevant donor information and enter it into the database.
• Assist with general Development department needs.

Non-Essential Functions:
Other duties as deemed necessary.  

Required:

High school diploma or equivalent

2-4 years of administrative or relevant office experience

Proficiency with Microsoft Office suite, especially Excel

Excellent communication skills (written and oral)

Strong organizational and administrative skills

Desired:

Undergraduate degree

5 years of administrative or relevant office experience

Preference to candidates with Raiser’s Edge database experience

Financial reporting software experience

Proven track record of successful budget management

Experience working in fundraising or project organization

Physical duties for this position include but are not limited to: occasional standing and/or walking along with being mostly and continuously sedentary.  Other occupational requirements include talking, traveling, working around others, and with others. Physical duties are subject to change. All are welcome to apply.