The Woods Hole Oceanographic Institution, Applied Ocean Physics and Engineering (AOPE) Department plans to hire a full time Senior Administrative Assistant to work within the Oceanographic Systems Lab (OSL). The successful candidate will be part of a group largely focused on advancement of autonomous underwater vehicles and will provide support to proposal preparation and award management, including financial monitoring and reporting, as well as day-to-day administrative support for engineering staff. OSL is a fast-paced, dynamic lab with science and military funding sponsors. The work is varied and rewarding as the results of our team effort are used to collect data for understanding the ocean and protecting the world. This is a full-time, regular position and is eligible for full benefits.
The primary responsibility of the Senior Administrative Assistant is to provide a broad range of complex administrative support to the growing OSL REMUS team. The ideal candidate has experience working professionally, exhibits exceptional attention to detail, can manage/coordinate multiple tasks/projects, and maintains superior organizational skills. Successful applicants will have the ability to function as a team member while taking initiative and ownership of assigned duties and projects. Candidate must be a person that seeks responsibility and helps to further define their position in a dynamic environment of opportunity.
The internal working title for this position could be Senior Administrative Assistant I or Senior Administrative Assistant II, and the final title will be determined commensurate to the successful candidate's experience.
Provides procurement expertise including assisting engineers with production of Bills of Material and process documentation, sending information out to request quotes, preparing purchase requisitions, tracking material receipt status, kitting material for assembly and test, and tracking material and build processing of parts through completion.
Helps identify and maintain a list of preferred vendors that support ocean devices and support gear.
Works through contract requirements to identify specific vendors such as women-owned, veteran owned, or other special categories.
Provides assistance in proposal development, assembly and submission, with particular emphasis on preparation and support for material proposal budgets. Advises Principal Investigators (PIs) of agency, Institution or unit policies and requirements for review and approval of proposals, and management of resulting projects.
Assists PIs in the fiscal management of projects, including consolidating spending status information with respect to established budgets and funding agency/Institution regulations for reporting. Monitors project balances and end dates; provides data needed for the preparation of interim and final financial and technical progress reports. May provide assistance with forecasting and spend-down plans.
Assists with coordinating and supporting the activities and functions of OSL by following existing procedures and may need to modify or devise methods, or select alternate procedures, to improve efficiency and effectiveness of the team.
May coordinate calendars and schedules and assist with travel/cruise arrangements, which are sometimes complex in nature.
Maintains knowledge of Institution practices and procedures and federal procurement/acquisition regulations.
Provides corporate Visa reconciliation assistance to the team as necessary.
Assists in preparing expense reports.
May arrange meetings/conferences, scheduling rooms and services.
Advanced or Expert level user of MS Office applications on PC platform. Will be required to develop expertise with the various WHOI systems: Financial Status Reports (FSRs), WHOI grants, etc.
May help the team build better financial awareness tools to help guide projects to success.
Provide assistance with tracking vehicle builds, configurations, and test plans during periods of high workload
Education & Experience
Job title based on experience --- Senior Administrative Asst I or II. Minimum of 3-7 years experience required. Related degree preferred.
Experience with corporate and/or government purchase orders.
Advanced in Microsoft Word, Excel and Adobe Acrobat.
Demonstrated interpersonal, written and organizational skills.
Must have proven ability to exercise discretion, good judgment, and take initiative. Attention to detail is critical.
Knowledge of budget preparation, grants management and proposal preparation preferred.
Some accounting experience is desirable.
Must be a U.S Citizen
Physicalduties 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 todistinguish 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. Physicalduties are subject to change.
Internal Number: 2021-1412
About Woods Hole Oceanographic Institution
Woods Hole Oceanographic Institution (WHOI) is the world's leading, non-profit organization dedicated to ocean science and engineering, exploration and education. Come join a diverse organization whose curiosity, creativity, and commitment help improve the world's understanding of the ocean's importance to the plant and to society. Experience a culture of excellence, dedication, innovation and discovery.Please visit https://careers.whoi.edu for a listing of all of our openings and apply today!