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Woods Hole Oceanographic Institution (WHOI) is looking for a Senior Administrative Assistant to join the Administration Department reporting to the Executive Assistant to the President and Director. As a team member, interacts effectively with a diverse population to achieve both short and long term goals. This is a regular, full-time, non-exempt position, and is eligible for benefits.
This position has direct responsibility for day-to-day high-level administrative support to the President & Director and others assigned. The incumbent is responsible for a wide range of day-to-day organizational and operational support to the President & Director and others as assigned. This is a highly visible position responsible for confidential tasks, often necessitating handling of sensitive information. The position requires a broad range of skills and the ability to exercise high degree of judgement, initiative, discretion, and independence.
The internal working title for this position could be either Senior Administrative Assistant I or Senior Administrative Assistant II. The level of the position will be determined and commensurate with the selected candidate's level of education & experience.
Woods Hole Oceanographic Institution is seeking an energetic Senior Administrative Assistant II (working title of Research Administrator) in the Physical Oceanography department who has the ability to support a number of principal investigators with their proposal submissions and other administrative tasks as needed. This position requires the ability to work independently and under pressure, using tact and discretion, and superior organizational skills. The successful candidate will have experience with high-volume proposal preparation including complex budgets; project financial tracking and forecasting for research projects; travel/cruise planning logistics; manuscript preparation and figure development. This is a full-time, benefits eligible position with opportunities for growth and promotion.
Woods Hole Oceanographic Institution is currently searching for a Temporary Human Resources Partner - Benefits to join the Human Resources department for a period of 3-4 months. This is a temporary, full-time, exempt position and is eligible for limited benefits.
The Temporary Human Resources Partner – Benefitswill thrive in a dynamic fast-paced team-oriented environment that involves performing a variety of tactical and often complex technical and analytical work. This role will be a main communicator responding to benefits questions from employees and retirees, via phone, zoom, and email. The role includes transactional duties and involves implementation of various components of employee and retirement benefit plans. Performing employee benefits administration will include but will not be limited to working with benefit vendors, resolving health, welfare, and retirement plan issues, recognizing, reporting, and reconciling problems and data, preparing communications, and presenting materials to individuals and to groups while ensuring your work complies with plan and regulatory provisions. Extended work hours are expected to meet project and other deadlines.
Woods Hole Oceanographic Institution (WHOI) is currently searching for Seasonal Retail Associates to work 20-25 hours/week (approximately mid-May through September 2023) in our two WHOI Stores in Woods Hole, MA. WHOI Seasonal Retail Associates support the day-to-day operations of the WHOI Ocean Science Discovery Center Store and the WHOI Visitor Center Store to ensure smooth daily operations at both locations.
These positions are temporary (seasonal), casual, non-exempt positions, and are eligible for casual benefits
The internal title for these positions is Discovery Center Assistant
Woods Hole Oceanographic Institution is currently searching for a Payroll Implementation Specialist to join the Finance & Accounting Department. This position is a temporary position with a payroll project specific focus. This position will report to the Senior Director, Finance working closely with the Director, Accounting and Payroll Manager. This position will be a key voice and stakeholder integral to documenting & streamlining payroll for 1000+ employees, and integrating a best practice, payroll process into a new managed payroll system: responsible for evaluating and re-engineering the current internal Institution payroll system and processes in order to streamline and facilitate a smooth and effective transition to a new external managed payroll business partner model. Candidates for this role must have an in-depth understanding of, and extensive experience in payroll processing and improvement redesign – both in house and external models. This position can by on-site or hybrid.
The Woods Hole Oceanographic Institution (WHOI) is currently seeking a Board Liaison to join the Director's office. This position supports the President & Director by acting as lead for strategy and implementation concerning the management of WHOI's Board of Trustees and its working Trustee Committees (75%). In addition, this position helps serve as a liaison for the Development office to nurture trustees, key donors and related affiliate groups (25%). This position has a flexible work arrangement, and can be either hybrid (at least 2 days per week on-site) or fully on-site. This is a regular, full-time position, and is eligible for benefits.
The Woods Hole Oceanographic Institution (WHOI) is currently seeking an experienced Financial Analyst in the Financial Planning & Analysis Department to support Central Services. This position will be a key participant in providing value-added financial/business information and analysis and recommendations for the Institution. The Financial Analyst position will provide routine reporting & analytical support to management and will assist with the annual budget and interim forecasts, including the budgeting system administration and maintenance. This position has a flexible work arrangement, and can be either hybrid or remote. This is a regular, full-time position, and is eligible for benefits.
Woods Hole Oceanographic Institution is currently searching for an Associate General Counsel, Contracts and Agreements to join the Administration Department. This is a regular, full-time, exempt position, and is eligible for benefits. This position would report to the General Counsel and VP, Business and Legal & CRO.
Assist the General Counsel in providing legal advice and counsel to WHOI. Incumbent has a support role in areas of actual and potential legal liability, including but not limited to, reviewing and drafting contracts, advising on federal contracting rules, regulations, and compliance, interpreting federal and state laws and regulations, interpreting WHOI policies, regulations and rules, developing and drafting policies and procedures, assisting in legal transactions. Work is performed under the administrative direction of the General Counsel with limited supervision and occasional general supervisory review. Provides hands-on counsel to all levels of staff and takes projects to completion. Identifies and analyzes legal issues, drafts documents, presents clear recommendation to staff, senior leadership, and assures legal compliance.
This is a hybrid role, 2-3 days per week required on site.
Woods Hole Oceanographic Institution (WHOI) is currently searching for an Administrative Associate I - Housing Coordinator to join the Facilities and Services Department. This is a regular, full-time, exempt position, and is eligible for full benefits.
With minimal supervision, this position acts as the primary resource for students, staff and guests staying in Institution Housing. Manages the daily operations of Institution housing including scheduling of rooms, processing charges and payments of rent, overseeing maintenance, and supervising the housekeeper. Must be technologically savvy, self-motivated, highly organized, able to take the initiative to perform complex administrative duties, exercise discretion and good judgment, and possess a strong work ethic.
The internal working title for this position should be Administrative Associate I.
The Woods Hole Oceanographic Institution (WHOI) is seeking applicants for the position of Vice President for Academic Programs and Dean (VP/Dean).
Founded in 1930, WHOI is the largest private, non-profit oceanographic institution in the world, with a community of approximately 1,500 staff, postdoctoral fellows, students, and affiliates. The institution is dedicated to research and education to advance understanding of the ocean and its interaction with the Earth system and communicating this understanding for the benefit of society. Please review our website and “Vision 2030” strategic plan to learn more about our mission and goals.
As head of WHOI's Academic Programs Office (APO), the VP/Dean is responsible for leading the development of all Institutional educational strategies, the implementation of educational programs, and their integration within the larger institutional mission of WHOI.
The VP/Dean is an essential member of the WHOI Senior Administration and reports directly to the President/Director of WHOI. Core responsibilities of the VP/Dean are: (i) to lead strategy and implementation of the MIT-WHOI Joint Program in Oceanography/Applied Ocean Science and Engineering, and other programs for undergraduates and post-graduates, and (ii) to develop and implement a strategic plan, in collaboration with WHOI leadership, to expand WHOI’s educational and research mission by developing new, complementary educational programs across educational levels. The VP/Dean should be an active, creative leader in ocean science and engineering education at the national and international levels.
The VP/Dean is an active contributor to all aspects of the Institution including scientific and strategic leadership, planning, and formulating policy, in addition to ensuring the successful operation of the Academic Program Office. (Click here: https://careers.whoi.edu/vp-for-academic-programs-and-dean/ for more information)
A strong commitment to diversity and equity, scholarship, and education by the VP/Dean is essential, demonstrated by a distinguished record in research, teaching, academic leadership, and management. A doctoral degree and experience in a discipline related to ocean science is required, with credentials appropriate to appointment at the level of tenured Senior Scientist (equivalent to Full Professor).
Woods Hole Oceanographic Institution (WHOI) is located in Woods Hole, MA on beautiful Cape Cod, walking distance to stunning beaches, bike paths, lighthouses, and island ferries. The Oceanographic is the world's leading, independent non-profit organization dedicated to ocean research, exploration, and education; it is dedicated to advancing knowledge of the ocean and its connection with the Earth system through a sustained commitment to excellence in science, engineering, and education, and to the application of this knowledge to problems facing society. Make a difference for the ocean and the planet by working at the Oceanographic!
The Manager, PreAward Services is an integral member and leader of the Grant & Contracts Services (GCS) team and works collaboratively with Principal Investigators (PIs), Department Administrators (DAs), campus administrative offices, and funding agencies to support the WHOI research community in identification of funding opportunities, proposal development, review and submission, and award negotiation and acceptance. This is a regular, full-time, exempt position and is eligible for benefits. This position will have the option to be partially remote, or fully on campus.
Woods Hole Oceanographic Institution (WHOI) is currently seeking an Assistant Director of Stewardship to join the Development Department. This is a regular full-time exempt position and is eligible for benefits.
Reporting to the Director of Advancement Services, the Assistant Director of Stewardship will serve as a key partner on the Development team and will partner with the current Assistant Director to oversee the strategy for and development of cultivation and stewardship materials and activities for donors and prospects at WHOI, with an emphasis on those making philanthropic contributions at higher levels. The Assistant Director will lead the development of high-quality communications that demonstrate the need for and impact of donor support, translating scientific complexity into compelling cases and narratives. This position is part of an expanding, entrepreneurial team at an exciting period of growth for WHOI, and will partner broadly across the department and institution to deepen the relationship between supporters and scientists. This is a regular, full-time, exempt position and is eligible for benefits.
Woods Hole Oceanographic Institution is currently seeking a Public Relations Specialist to join the Communications Department. This is a regular full-time exempt position and is eligible for benefits.
Reporting to the Director of Public Relations, the Public Relations Specialist is responsible for supporting and helping to advance WHOI’s public and media relations efforts with the goals of maintaining a positive image of the WHOI brand, increasing brand awareness and engagement, raising broad awareness of the importance of the ocean and ocean research, and supporting Institutional and departmental initiatives, as necessary. The Public Relations Specialist is a major contributor to WHOI’s earned media strategy and supports crisis communications, community relations, content development, and other related communications tasks as directed. The candidate will also have a strong knowledge of social media tactics and channels as they relate to the communications function.
The internal working title for this position is Public Relations Specialist.
Woods Hole Oceanographic Institution seeks a strategic, proactive, and team-oriented Director of Corporate and Foundation Relations to join their talented Advancement team.
About Woods Hole Oceanographic Institution
Founded in 1930, the mission of Woods Hole Oceanographic Institution (WHOI) is to understand the ocean for our planet and our future. At WHOI, some of the most world’s most talented ocean scientists and engineers are pursuing this aspiration by pushing the boundaries of knowledge about the ocean to reveal its impacts on our planet and our lives.
Today, the WHOI community includes 1,000 scientific and technical staff, ships’ crew and administrative support staff, as well as about 130 Joint Program students. All of these individuals contribute to a common goal: to help advance research and understanding of the ocean and its role in shaping the planet and in sustaining life on Earth.
To guide the Institution into the next decade and beyond, WHOI leadership crafted an ambitious plan, Vision 2030, that focuses on three strategic actions: Investing in Inclusive Excellence, Leading Innovation, and Engaging the World. It is guided by a set of core values that frame how WHOI views itself and looks at the world, and how the scientific community, policymakers, funders, industry, and the public will be engaged in its work. These core values include:
• A passion for innovation and discovery
• The capacity to take on challenges of extraordinary scale and complexity
• An enduring commitment to rigorous, independent, and trusted science
• Distinctive capabilities in ocean science and engineering, exploration, education, and marine operations
• A close-knit community of distinguished, committed, and entrepreneurial staff
In addition, WHOI has embraced diversity, equity, and inclusion principles that will develop a more welcoming and supportive environment in which the voices of all people are fully represented and fully heard. Earth and ocean sciences are among the least diverse of the natural and physical sciences, so WHOI leadership will lead a community-wide effort to recruit and retain new generations of scientists and engineers from diverse backgrounds and to better reflect the larger society it serves. WHOI is proud of this commitment and believes it is essential to its future, its science, and its larger engagement with society.
For more information about Woods Hole Oceanographic Institution, please visit: https://www.whoi.edu/
About Philanthropy at Woods Hole Oceanographic Institution
WHOI has a strong history of fundraising from a broad base of supporters, and the cultivation of philanthropic giving from individuals, corporations, and foundations has been instrumental to advancing the mission of understanding of the ocean. Private philanthropy in particular has been an integral part of WHOI’s success since it was founded in 1930, and charitable organizations such as the Rockefeller Foundation helped establish the Institution’s endowment, funded the construction of new buildings and research vessels, and provided preliminary operating expenses. Today, private funding continues to support innovative ideas, technologies, and scientific discoveries.
With a collaborative 20-person development team, WHOI has been named a four-star charity by Charity Navigator for 10 consecutive years, a distinction achieved by only two percent of U.S. charities. Support for WHOI from donors reached $35M in 2021, and results are projected to exceed $90M in 2022 (including a $25M gift from an anonymous foundation), 40% of which is anticipated to come from corporate and foundation partners.
WHOI is in the early phase of a comprehensive campaign and the new Director will play a significant role in the success of the campaign through the careful stewardship of WHOI’s current supporters and ambitious identification and solicitation of new prospects and funding partners.
About the Position
The Director of Corporate Foundation Relations will report to the Chief Development Officer (CDO) and will work closely with WHOI’s principal investigators (PIs) and dynamic and visionary new leadership, to lead institutional philanthropy through the creative engagement of foundations and corporations. The position manages the Associate Director of Corporate and Foundation Relations and will set the strategic direction for, and then execute, a comprehensive annual plan for the Office of Corporate and Foundation Relations (CFR) to achieve an annual eight-figure fundraising goal.
The position also manages all aspects of corporate and foundation philanthropic relationships, including identifying, cultivating, soliciting, and stewarding CFR prospects, and participates in the implementation of solicitation strategies, ensuring compliance with foundation guidelines, including required reporting procedures and financial monitoring of grants. In addition to overseeing their own portfolio, the Director of Corporate and Foundation Relations will also conduct research to identify new opportunities that leverage broad-scale investment in WHOI’s priority programs and initiatives within funder guidelines.