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Full-time

Administrative

SENIOR ADMINISTRATIVE ASSISTANT II/ADMINISTRATIVE ASSOCIATE I

The Applied Ocean Physics & Engineering (AOP&E) Department is searching for a Senior Administrative Assistant II/Administrative Associate I to join their Ocean Observatories Initiative (OOI) team. This is a regular full-time position and is eligible for benefits.

Job Summary

This position represents the Ocean Observatories Initiative (OOI) throughout the Institution. It provides administrative and analytical support for OOI and requires strong interpersonal, written, verbal and organizational skills, as well as a broad range of software skills. Must have the ability to exercise discretion, good judgment, be self-motivated, highly organized, have meticulous attention to detail, possess a strong work ethic and be able to take initiative to perform complex administrative duties to support activities and functions of the AOP&E Department. In addition, this role requires its incumbent to take initiative and ownership of all duties and projects.

Essential Functions:

  • Assists in project financial monitoring and reporting in adherence to unit, Institution and relevant government agency policy and procedures
  • Prepares internal budget proposals
  • Coordinates meetings
  • Facilitates timecard management
  • Processes expense reports
  • Assigning and verifying complex accounting charges down to the object code appropriately across multiple vendors and contracts and along the project cycle.
  • Creates purchase requisitions and expense vouchers
  • Maintains office equipment and supplies, and
  • Performs other routine office tasks as required including ordering office supplies and small items used in projects.
  • Assist with the review and monitoring of complex budgets and perform administrative corrections as required.
  • Proficiency with the use of software (i.e. on-line systems, spreadsheets, and databases, Microsoft Office applications, Adobe, etc.) is essential to the position at an advanced or expert level.
  • In conjunction with traditional software this candidate will need to develop expertise with the various WHOI systems: FSRs, WHOI Grants, etc.  
  • Skills required for success in this position include interpersonal communication, analytical, project management, defining and implementing solutions to problems, the ability to work with upper management, staying calm under pressure and the ability to work well with others in a team environment. Most of all, this candidate must have the ability to juggle many projects and maintain a high level of accuracy and professionalism.  

Non-Essential Functions:

Performs such other duties as the supervisor may deem necessary.

Desired Education/Experience for Hiring:

  • Two or four year college degree, plus 5-10 years of experience. Bachelor's Degree preferred.
  • Previous experience providing administrative support in a manufacturing or engineering organization is desired.
  • A self-starter with the ability to work independently, under pressure to achieve team goals using various applications is sought.
  • Successful candidates must have developed very strong interpersonal, written, verbal and organizational skills.
  • High level skills with the Microsoft Office Suite and Adobe Acrobat. Particularly key, is experience with MS Excel and the ability to create and maintain spreadsheets.

SPECIAL QUALIFICATIONS DESIRED:

  • Experience with Unanet timekeeping, ONESolution ERP, and SAGE MRP is a plus.

PHYSICAL REQUIREMENTS:

Physical duties for this position include, but are not limited to visual abilities including ability to adjust vision to bring objects into focus, ability to distinguish basic colors. Hearing abilities include attending meetings to take minutes. This is a mostly sedentary position that may perform tasks involving manual dexterity/mobility. 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 eeo@whoi.edu for assistance.