The Geology & Geophysics Department is looking for a Senior Administrative Assistant I/II (two positions) to join their team. As a team member, interacts effectively with a diverse population to achieve both short- and long-term goals. This is a full-time, benefits eligible
The Sr. Administrative Assistant I/II will provide complex administrative support to Principal Investigators (PIs) and technical staff, focusing on pre- and post-award related activities. The ideal candidate has the ability to coordinate multiple tasks/projects, work independently and under pressure, use tact and discretion, and maintain superior organizational skills.
- Provides assistance in proposal development and submission, with particular emphasis on
- development and review of proposal budgets and with the administrative portions of
- proposals. Advises PIs of agency and/or organization needs and requirements.
- Assists PIs in the fiscal management of their funded projects, including ensuring
- compliance with established budgets and with funding agency/Institution regulations.
- Assists with oversight of service center(s) including providing usage estimates to
- clientele; tracking costs and revenue; and invoicing.
- Makes and confirms appointments or travel/cruise arrangements, sometimes complex in
- nature. Assists in preparing expense reports. Arranges large meetings/conferences,
- scheduling rooms and ensures requirements are met.
- Maintains knowledge of Institution practices and procedures.
- Uses software (i.e. on-line systems (FSRs, WHOIgrants, Unanet timecards, etc.),
- spreadsheets, and databases, Microsoft Office applications, etc.) pertinent to position at
- an advanced or expert level on PC and/or Macintosh platforms.
- Will assist coordinating and supporting the activities and functions of the
- department/unit, devising and modifying methods and/or selecting appropriate
- procedures for presenting solutions to immediate and long-term problems.
- May act as a role model/mentor for junior staff utilizing a broad spectrum of department
- and institutional knowledge.
- Performs other duties deemed necessary by the supervisor.
- Two or four year college degree, plus 3 to7 years experience.
- Knowledge of budget preparation, grants management and proposal preparation is
- desired. Accounting experience may be desirable.
- Demonstrated interpersonal, written and organizational skills.
- Must have proven ability to exercise discretion, good judgment, and take initiative.
- Attention to detail is critical.
Physical duties for this position include the ability to lift less than 25 lbs and carry up to 10 lbs. Near vision is required as well as being able to work around and with others; as well as working alone while being able to hear and talk. This position is mostly sedentary in nature, requires occasional standing, walking, use of hands for basic/fine grasping/manipulating.
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 firstname.lastname@example.org for assistance.