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Administrative Support Specialist

2 months ago

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

We are seeking an experienced Administrative Assistant II to join our team at the Woods Hole Oceanographic Institution. This is a regular, full-time, non-exempt position, and is eligible for benefits.

Key Responsibilities
  • Presents solutions to immediate and long-term problems, solicits opinions, and forges compromises.
  • Communicates independently internally and externally, is proficient in terminology of the field being supported, and has developed a high level of interpersonal skills.
  • Has formal supervisory and coaching responsibility in work group, may act as a mentor for junior staff, establishes and monitors timelines or short-term goals, and provides guidance in routine tasks.
  • Identifies and resolves problems through research, analysis, and testing alternative approaches and solutions, effectively employs triage and trouble shooting techniques to resolve situations, and adapts approaches to existing processes and procedures to improve the work of the group.
  • Has the required knowledge and skills acquired from education, experience, and specialized training, depth and breadth of knowledge and skills, understanding of organization structure as well as competitive environment, demonstrates practical applications and good judgment, and seeks external opportunities for professional development and training and applies to current work.
  • Actions and decisions typically have an impact on the success of the work group or program, has latitude to contact high level outside people, authority and accountability for own actions, may direct work of junior staff, anticipates and prepares for problems or special opportunities and communicates accordingly.
Essential Functions and Responsibilities
  • Verifies fund availability when reviewing time cards, handles or refers complex or difficult incoming traffic, compiles complex appointment and promotion files, formats documents, demonstrates expert word processing skills, and strong MS Office 360 skills.
  • Approves processing of institution forms, assists with 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 orders, selects and purchases appropriate office equipment for unit, gathers and assembles materials for grant, contract, and/or operating/capital budget preparation, advises responsible person of budget needs and requirements, and uses multiple tools to work with information.
  • Is an authoritative source regarding complex unit, Institution, government agencies and/or relevant professional organizations policies and procedures, researches, compiles information and makes a presentation to the unit or to a group such as IEG with regard to ones field of expertise, drafts correspondence to outside agencies, donors, applicants, etc., responsible for training and/or teaching junior or new staff, comments on performance of junior people, participates in recruitment process of junior staff, and must be proficient in English.
Requirements
  • High School diploma or GED required, Associate's degree preferred, 1-3 years related work experience required, and experience with computer systems required, including web based applications and Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.
Special Requirements

None

Physical Requirements

Mostly sedentary work: exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

Sea Duty

None