Administrative Assistant

Woods Hole Oceanographic Institution is seeking an effective Administrative Assistant to join The Applied Ocean Physics & Engineering (AOPE) Department and to provide day-to-day administrative support for the Department Office and scientific and engineering staff.

The successful candidate will be part of a group responsible for appointments and promotions, space management and general office functions for the department and will play a key role in insuring that administrative needs of busy technical teams are accomplished accurately and on-time.

This individual will serve as a key point of contact for departmental and institution processes and procedures, with responsibilities to include orienting of new personnel on same.  This person will serve as a key point of contact for students and guests, space management and building/facilities work orders. Responsibilities also include facilitating on-time submission and reconciliation of project expenses, verifying receipt and inventory of materials and supplies, and resolving discrepancies with appropriate parties.

This is a regular, full-time, non-exempt position, and is eligible for full benefits. On-site presence is an important element of aspects of the role. The ideal candidate has exceptional attention to detail and the ability to coordinate multiple tasks/projects, maintaining superior organizational skills.

Essential Functions and Responsibilities

• Provide regular assistance with the appointment and onboarding/offboarding of adjuncts, guests, and visitors.
• Assist with coordination and preparation of space, coordinate IT arrangements, and update mailbox and office tags; order room keys for new arrivals and issue temporary parking permits.
• Completes expense vouchers for travel and other reimbursements for unit members, adhering to Institution and agency requirements.
• Provides regular assistance with reconciling expense accounts.
• Interact with Facilities for building maintenance/repair/cleaning.
• Function as key operator and point of contact for office equipment and shred bin pick up.
• Order office supplies, match invoices to packing slips and validate deliveries, and reconcile charges to projects.
• Maintain shared filing system for forms and documents, either electronically or paper copies. Maintain office occupancy spreadsheets and floor plans.
• Responsible for database entries/entering office assignments/departures.
• Compose and edit basic documents such as memos, templates, and handouts.
• Performs other routine office tasks as required.

Administrative Assistant II:

• With minimal supervision performs tasks in support of the work group or program; prioritizes own work.
• Seeks better ways to accomplish tasks.
• Adapts and improves established approaches to one's own work.
• Acts as a role model and resource for junior staff.

Senior Administrative Assistant I:

• Effectively works with others outside of the work group to achieve a goal.
• Without direct supervision performs complex and responsible tasks to coordinate and support the activities and functions of a work group or program.
• Seeks out and undertakes new tasks; has good judgment about what needs to be done.
• Evaluates established procedures and suggests possible improvements.
• Informally coaches employees in area regarding processes and procedures and acts as a role model for junior staff.

NON-ESSENTIAL FUNCTIONS:

• As deemed necessary by supervisor.

Education & Experience

The ideal candidate will exhibit strong verbal and written communication skills, and maintain superior organizational skills.  Successful applicants will have the ability to function as a team member while taking ownership of assigned duties and projects.

• Requires high school diploma or equivalent and training or experience in business administration. 
• 2-3 years of related experience required.
• Must have customer service orientation. Looking for a team player with desire and ability to achieve team goals.
• Must demonstrate good judgment and exceptional attention to detail.
• Position requires assessment of situations and use of pre-existing procedures.
• Some familiarity with accounting is desirable. 

Administrative Assistant II:

• Possess intermediate skills level of standard software.
• High school diploma or the equivalent experience.

Senior Administrative Assistant I:

• Thorough knowledge of standard practices, procedures, software, and technologies related to current position.
• High school diploma with thorough knowledge of standard practices, procedures, software and technologies related to current position.

Physical Requirements

Physical duties for this position include but are not limited to, repetitive motion, use of hands for basic grasping / manipulation, mostly sedentary.  Visual abilities to include near vision, ability to distinguish basic colors. Hearing requirements include the ability to hear and respond to instructions, communicate effectively. Ability to work with others as well as around and alone.  Physical duties are subject to change.

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.