The Woods Hole Oceanographic Institution, Applied Ocean Physics and Engineering (AOPE) Department plans to hire a Senior Administrative Assistant I or II to work within the Oceanographic Systems Lab (OSL). The successful candidate will be part of a group largely focused on advancement of autonomous underwater vehicles and will provide support to proposal preparation and award management, including financial monitoring and reporting, as well as day-to-day administrative support for engineering staff. OSL is a fast-paced, dynamic lab with science and military funding sponsors. The work is varied and rewarding as the results of our team effort are used to collect data for understanding the ocean and protecting the world.
The primary responsibility of the Senior Administrative Assistant is to provide a broad range of complex administrative support to the OSL REMUS team. The ideal candidate has experience working professionally, exhibits exceptional attention to detail, can manage/coordinate multiple tasks/projects, and maintains superior organizational skills. Successful applicants will have the ability to function as a team member while taking initiative and ownership of assigned duties and projects.
Provides assistance in proposal development, assembly and submission, with particular emphasis on review of proposal budgets and the administrative portions ofproposals. Advises Principal Investigators (PIs) of agency, Institution or unit policies and requirements for review and approval of proposals, and management of resulting projects.
Assists PIs in the fiscal management of projects, including consolidating spending status information with respect to established budgets and funding agency/Institution regulations for reporting. Monitors project balances and end dates; provides data needed for the preparation of interim and final financial and technical progress reports. May provide assistance with forecasting and spend-down plans.
Assists with coordinating and supporting the activities and functions of OSL by following existing procedures and may need to modify or devise methods, or select alternate procedures, to improve efficiency and effectiveness of the team.
May coordinate calendars and schedules and assist with travel/cruise arrangements, which are sometimes complex in nature.
Maintains knowledge of Institution practices and procedures and federal procurement/acquisition regulations.
Provides corporate visa reconciliation assistance to the team as necessary.
May be required to order and track supplies and prepare purchase requisitions.
Assists in preparing expense reports and may assist with project purchases.
May arrange meetings/conferences, scheduling rooms and services.
Advanced or Expert level user of MS Office applications on PC platform. Will be required to develop expertise with the various WHOI systems: Financial Status Reports (FSRs), WHOI grants, etc.
As deemed necessary by supervisor
DESIRED EDUCATION & EXPERIENCE:
Job title based on experience. Minimum of 3-7 years' experience required. Related degree preferred.
Advanced in Microsoft Word, Excel and Adobe Acrobat
Demonstrated interpersonal, written and organizational skills
Must have proven ability to exercise discretion, good judgment, and take initiative. Attention to detail is critical.
Knowledge of budget preparation, grants management and proposal preparation preferred.
Some accounting experience is desirable.
Must be a U.S Citizen
Physical duties for this position include but are not limited to, repetitive motion, use of hands for basic grasping / manipulation, mostly sedentary. Visual abilities to include near vision, ability to distinguish basic colors. Hearing requirements include the ability to hear and respond to instructions, communicate effectively. Ability to work with others as well as around and alone. 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.
Additional Salary Information: £0 per year
Internal Number: 3372648
About Woods Hole Oceanographic Institution
Woods Hole Oceanographic Institution (WHOI) is the world's leading, non-profit organization dedicated to ocean science and engineering, exploration and education. Come join a diverse organization whose curiosity, creativity, and commitment help improve the world's understanding of the ocean's importance to the plant and to society. Experience a culture of excellence, dedication, innovation and discovery.
Please visit https://careers.whoi.edu for a listing of all of our openings and apply today!