The Geology & Geophysics Department is looking for a Senior Administrative Assistant II/Administrative Associate I to join their team. As a team member, the successful applicant will need to interact effectively with a diverse population to achieve both short- and long-term goals. This is a full-time, benefits eligible position.
The Sr. Administrative Assistant II/Administrative Associate I will provide confidential, complex administrative support to the Department Chair and Department Administrator. The ideal candidate should be highly organized, and have the ability to prioritize workflow and coordinate multiple tasks/projects. Must have the ability to work independently and under pressure, with tact and discretion.
- Assists the Department Chair with recruitment, appointment and promotion of department staff (i.e. scientific, technical, non-exempt, adjunct, and guest investigators). Tracks position requisitions and process, and coordinates operation of Department search committees.
- Assists Department Chair/Department Administrator with special projects and preparation of complex reports/documents. Maintains departmental files, records and databases. Collecting and compiling information from diverse sources, performing calculations; creates charts, graphs, spreadsheets, reports and presentations, performing other related duties as requested.
- Arranges annual and semi-annual review meetings for multiple groups (staff; postdocs; graduate students). Distributes/collects/maintains review documents. Arranges large meetings/conferences, scheduling rooms and ensures requirements are met. Liaise with internal/external constituencies at all levels.
- May assist PIs in the fiscal management of their funded projects, including ensuring compliance with established budgets and with funding agency/Institution regulations.
- 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 principal investigators (PIs) of agency and/or organization needs and requirements.
- Updates Department Chair’s/Department Administrator’s schedule, reminders. Makes and confirms appointments or travel/cruise arrangements, sometimes complex in nature. Assists in preparing expense reports.
- Uses project management tools to prioritize and monitor progress on tasks required of the Chair and Department Administrator.
- Tracks e-mail correspondence to the chair, monitoring the account and, where appropriate, responding on behalf of the chair.
- Maintains knowledge of Institution practices and procedures.
- May assist with onboarding students, guests, and postdocs, working with Human Resources as necessary. Has oversight to perform accounting procedures related to same, including tracking funding for stipends and subsistence.
- Uses software (i.e. on-line systems (FSRs, WHOIgrants, Unanet timecards, Candidate Manager, Appointments and Promotions ftp site, etc.), spreadsheets, and databases, Microsoft Office applications, Google Drive, Adobe, etc.) at an advanced or expert level.
- Acts as a role model/mentor for junior staff utilizing a broad spectrum of department and institutional knowledge.
- May perform other duties deemed necessary by the supervisor.
- Two or four year college degree, plus 3 to7 years’ experience in an administrative capacity working with senior management.
- Knowledge of budget preparation, grants management and proposal preparation is desirable; familiarity with WHOI processes and procedures, as well as culture, is an advantage.
- Demonstrated strong interpersonal, written and organizational skills.
- Must have proven ability to exercise discretion, good judgment, and take initiative. Attention to detail is critical.
- Accounting experience may be desirable.
- 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.
HOW TO APPLY:
Apply online; please visit http://jobs.whoi.edu
and respond to Job Reference 17-01-03.
Applications should include a resume, and names and contact information of four references.
Review of applications will begin on 1 February 2017.
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.