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Senior Operations Assistant

3 months ago

Woods Hole, United States Woods Hole Oceanographic Institution Full time
Job Summary

Reporting to the Group Operations Leader, this position provides day to day administrative support for the Shipboard Scientific Services Group (SSSG) within the WHOI Marine Operations Department. Limited administrative support for SSSG-related teams is also required (Winch Pool Facility, Pressure Test Facility, Dive Office, Marine Operations Finance Group, etc.).

Working closely with department personnel, this position will be the primary contact for all SSSG administrative items:

· Proposal development and reporting activities to maintain sponsor compliance

· Program and project budget tracking

· Preparation and processing of timecards and expense reports

· Procurement, purchasing, and shipping of supplies

· Setting up payment systems for vendors and process POs and invoices

· Maintain team calendars and orchestrate meeting logistics

· Document management and maintenance, including keeping organized files and records

· Collaborate with other WHOI administrative departments (Grants and Contracts, Human Resources, Finance, Procurement, etc) as necessary for function of programs and projects

· Various other tasks as outlined in essential functions and duties

Attention to detail and an ability to coordinate multiple tasks/projects, exercise tact and discretion while maintaining superior organizational skills are critical to this position. Successful applicants will have the ability to function as a team member, while taking initiative and ownership of duties and projects. Excellent communication skills are required.

This position is open to those capable of either Hybrid or Onsite participation. Design of Hybrid schedule will be examined as per personnel, team, and institutional needs.

The internal working title for this position could be either Sr. Administrative Assistant I/ Sr. Administrative Assistant II. The final level of the position will be determined commensurate with the selected candidate's level of education & experience. 

Essential Functions and Responsibilities

In order of most frequent (weekly/often) to less frequent (annually/rarely), essential functions and duties include:

· Work independently, troubleshoot potential complications before they develop, provide quick reaction to various situations

· Work with Supervisor and Marine Operations Finance Group to track program and project budgets

· Authorize and/or approve timesheets and expense vouchers and trains personnel in timekeeping system

· Process and submit purchase requisitions in accordance with institutional policy

· Review and approve vendor invoices

· Organize and prepare proposals working with Grant and Contract services and utilizing institution and sponsor appropriated systems (WHOI Grants/Streamlyne/Research.gov/Fastlane/Grants.gov)

· Assist SSSG-related teams with monthly allocations, quick proposals, annual proposals, and some purchases

· Maintain calendars, manage remote and in person meeting preparations and/or conferences, meeting schedules and prepare meeting minutes

· Communicate personnel changes and acts as point of contact for sea-going personnel, facilitating travel as necessary

· Assist staff with navigating institutional administrative departments and institutional policies, including familiarity with the wide variety of benefits (vacation/sick/shore leave, insurance, etc)

· Handle annual performance evaluation process, documentation, and submission to WHOI HR

· Assist with onboarding of new employees by providing guidance for using institutional systems, purchasing of needed office equipment, assistance with annual Conflict of Interest submission, etc.

Please note, the above functions and duties are organized by frequency, not urgency, time consumption, or matter of importance.

Education & Experience

Education

Associate or Bachelor’s degree in business administration or similar and/or 1-3 years directly related experience in a non-profit setting; or an equivalent combination of experience and education

Experience

Must demonstrate excellent interpersonal soft skills and relationship building aptitudes, a natural curiosity and possess the capability to work independently but also be proactive and collaborate where needed. Organization and dependability are a must

Essential Skills

Proficiency in: Microsoft Word, Microsoft Excel, Adobe, and various Virtual Meeting Systems; ability to adapt to change

Special Requirements

Able to obtain TWIC card and pass necessary background check

Physical Requirements

Physical duties for this position include but are not limited to, Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently, 2 times per day; carry 10-25 lbs, 2 times per day. Repetitive motion, use of hands for basic grasping / manipulation, mostly sedentary with occasional standing/walking. Occupational requirements include:Operating computer and general office equipment.Physical duties are subject to change.