The ALVIN team within the Operational Scientific Services Department is currently searching for a Senior Administrative Assistant I/II to join their team. This is a regular, three-quarter-time, non-exempt position, and is eligible for benefits
This position provides administrative support for the DSV Alvin Group. It requires good interpersonal, written, verbal and organizational skills. Must have the ability to exercise discretion, good judgment, be self-motivated, highly organized, and possess a strong work ethic.
Sr. Administrative Assistant II:
Is capable of performing most or all of the tasks of a Sr. Administrative Assistant I.
Compiles complex appointment and promotion files.
Approves processing of institution forms.
Selects and purchases appropriate office equipment for unit.
Gathers and assembles materials for budget preparation.
Uses multiple tools to work with information.
Uses advanced pattern recognition (context clues) and or knowledge of subject area in advanced proofreading.
Is an authoritative source regarding complex group, Institution, government agencies and/or relevant professional organizations policies and procedures
Researches, compiles information and makes a presentation to the group; drafts correspondence to outside agencies, applicants, etc.
Facilitates and coordinates the recruitment of ALVIN group personnel.
Sr. Administrative Assistant I:
Is capable of performing most or all of the tasks of an Administrative Assistant II.
Facilitate timecard management. Accumulate and process operations crew timecard data and expenses. Maintain and track shore leave accrual.
Act as point of contact for operations crew.
Handles confidential personnel files.
Track correspondence with outside agencies. Assist with complex document management system.
Reviews accuracy of information on standard institution forms.
Exhibits knowledge of institution and agency spending regulations. Assists management with budget process.
Sets up and/or maintain databases and/or document retrieval systems (paper or electronic).
Exercises strong grammatical proofreading skills.
Is the authoritative source for routine policies, procedures and/or programs.
Handles or refers complex or difficult inquiries to appropriate source.
Types and formats documents. Demonstrates advanced/expert word processing skills.
Uses software pertinent to position at advanced/expert level.
Makes complex 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 order.
*Position level will be determined by the selected candidate's level of education & experience.
Must be able to obtain and maintain a TWIC card
As deemed necessary by supervisor
DESIRED EDUCATION & EXPERIENCE:
Bachelor's degree or equivalent work experience
3 to 5 years administrative experience
Physical duties for this position include but are not limited to, visual abilities to include depth perception, ability to see peripherally, ability to distinguish basic colors, near and far vision. Must be able to hear and talk, work around/with others and work alone. Other physical tasks include occasional standing/walking; the use of hands for basic grasping/manipulation, this position is mostly sedentary by nature. Physical duties are subject to change.
WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.
WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email email@example.com for assistance.
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