Sr. Administrative Assistant II

Woods Hole Oceanographic Institution is currently searching for an Administrative Assistant II to join the Department of Marine Chemistry and Geochemistry. This is a regular, full-time, non-exempt position, and is eligible for benefits.

Competencies:

• Collaboration
  • Presents solutions to immediate and long-term problems.
  • Solicits opinions and forges compromises.
  • Reviews ideas and drafts work products with appropriate parties
• Communication
  • Communicates independently internally and externally; is proficient in terminology of the field being supported; has developed a high level of interpersonal skills.
  • Demonstrates a high degree of confidentiality and discretion; attempts to resolve conflicts independently (or with an outside resource as appropriate) within work group.
  • Identifies training needs and recommends solutions.
• Influencing and Leading
  • Has formal supervisory and coaching responsibility in work group; may act as a mentor for junior staff
  • Establishes and monitors timelines or short-term goals.
  • Provides guidance in routine tasks.
• Critical Thinking and Problem Solving:
  • Identifies and resolves of through research, analysis and testing alternative approaches and solutions. The use of innovative and creative actions and ideas to improve processes and services. Ability to break down projects and issues into manageable parts.
  • Effectively employs triage and trouble shooting techniques to resolve situations.
  • Adapts approaches to existing processes and procedures to improve the work of the group.
• Knowledge, Skills and Expertise:
  • Has the required knowledge and skills acquired from educations, experience, and specialized training; depth and breadth of knowledge and skills; understanding of organization structure as well as competitive environment; demonstrates practical applications and good judgment. Level of professional and technical certification required.
  • Seeks external opportunities for professional development and training and applies to current work. Increases knowledge of extra-Institutional environment.
  • Has in-depth knowledge and expertise of practices, procedures, software, and technologies in the field.
• Responsibility and Accountability:
  • Actions and decisions typically have an impact on the success of the work group or program.
  • Has latitude to contact high level outside people; authority and accountability for own actions; may direct work of junior staff.
  • Anticipates and prepares for problems or special opportunities and communicates accordingly.

• Is capable of performing most or all of the tasks of a Sr. Administrative Assistant I.
• Verifies fund availability when reviewing time cards.
• Handles or refers complex or difficult incoming traffic.
• Compiles complex appointment and promotion files.
• Formats documents. Demonstrates expert word processing skills.
• Strong MS Office 360 skills
• Approves processing of institution forms.
• Assists with travel arrangements. Coordinates large meetings and conferences.
• Monitors supplies of office machines; assists others with on-line purchases.
• Interacts with facilities personnel for completion of work orders.
• Selects and purchases appropriate office equipment for unit.
• Gathers and assembles materials for grant, contract, and/or operating/capital budget preparation. Advises responsible person of budget needs and requirements.
• Uses multiple tools to work with information.
• Is an authoritative source regarding complex unit, Institution, government agencies and/or relevant professional organizations policies and procedures
• Researches, compiles information and makes a presentation to the unit or to a group such as IEG with regard to one’s field of expertise; drafts correspondence to outside agencies, donors, applicants, etc.
• Responsible for training and/or teaching junior or new staff.
• Comments on performance of junior people; participates in recruitment process of junior staff.
• Must be proficient in English.

• High School diploma or GED required. Associate's degree preferred.
• 1-3 years related work experience required.
• Experience with computer systems required, including web based applications and Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

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Mostly sedentary work: exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

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