Administrative Assistant

2 weeks ago

Woods Hole, United States Woods Hole Oceanographic Institution Full time

Job Summary:
Woods Hole Oceanographic Institution is seeking an effective **_Administrative Assistant_** to join The Applied Ocean Physics & Engineering (AOPE) Department and to provide day-to-day administrative support for the Department Office and scientific and engineering staff.

This individual will serve as a key point of contact for departmental and institution processes and procedures, with responsibilities to include orienting of new personnel on same. This person will serve as a key point of contact for students and guests, space management and building/facilities work orders. Responsibilities also include facilitating on-time submission and reconciliation of project expenses, verifying receipt and inventory of materials and supplies, and resolving discrepancies with appropriate parties.

Essential Functions and Responsibilities:

- Provide regular assistance with the appointment and onboarding/offboarding of adjuncts, guests, and visitors.
- Assist with coordination and preparation of space, coordinate IT arrangements, and update mailbox and office tags; order room keys for new arrivals and issue temporary parking permits.
- Completes expense vouchers for travel and other reimbursements for unit members, adhering to Institution and agency requirements.
- Provides regular assistance with reconciling expense accounts.
- Interact with Facilities for building maintenance/repair/cleaning.
- Function as key operator and point of contact for office equipment and shred bin pick up.
- Order office supplies, match invoices to packing slips and validate deliveries, and reconcile charges to projects.
- Maintain shared filing system for forms and documents, either electronically or paper copies. Maintain office occupancy spreadsheets and floor plans.
- Responsible for database entries/entering office assignments/departures.
- Compose and edit basic documents such as memos, templates, and handouts.
- Performs other routine office tasks as required.
- Administrative Assistant II:_
- With mínimal supervision performs tasks in support of the work group or program; prioritizes own work.
- Seeks better ways to accomplish tasks.
- Adapts and improves established approaches to one's own work.
- Acts as a role model and resource for junior staff.
- Senior Administrative Assistant I:_
- Effectively works with others outside of the work group to achieve a goal.
- Without direct supervision performs complex and responsible tasks to coordinate and support the activities and functions of a work group or program.
- Seeks out and undertakes new tasks; has good judgment about what needs to be done.
- Evaluates established procedures and suggests possible improvements.
- Informally coaches employees in area regarding processes and procedures and acts as a role model for junior staff.

**NON-ESSENTIAL FUNCTIONS**:

- As deemed necessary by supervisor.

Education & Experience:

- Requires high school diploma or equivalent and training or experience in business administration.
- 2-3 years of related experience required.
- Must have customer service orientation. Looking for a team player with desire and ability to achieve team goals.
- Must demonstrate good judgment and exceptional attention to detail.
- Position requires assessment of situations and use of pre-existing procedures.
- Some familiarity with accounting is desirable.
- Administrative Assistant II:_
- Possess intermediate skills level of standard software.
- High school diploma or the equivalent experience.
- Senior Administrative Assistant I:_
- Thorough knowledge of standard practices, procedures, software, and technologies related to current position.
- High school diploma with thorough knowledge of standard practices, procedures, software and technologies related to current position.

Physical Requirements:

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