The Woods Hole Oceanographic Institution, Applied Ocean Physics and Engineering (AOPE) Department is searching for a highly motivated and enthusiastic Program Administrator to work within the Oceanographic Systems Lab (OSL) . This is a temporary, casual, non-exempt position and is eligible for casual benefits. The successful candidate will be part of the REMUS group and will provide Project/Program task development, tracking, organization, scheduling, and coordination for award management, including financial monitoring and reporting, as well as day-to-day coordination of engineering staff. OSL is a fast-paced, dynamic lab with science and military funding sponsors. The work is varied and rewarding with vehicle development, operations, and data collection that improves our understanding of the world, protects our nation, and works to save our planet.
The primary responsibility of the Program Administrator is to provide a broad range of Project/Program Management support to the OSL REMUS team. The ideal candidate has experience assisting with multiple tasks, working professionally with people, exhibits exceptional attention to detail on complex ocean, 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.
The internal working titles for this position could be Administrative Associate I or Administrative Associate II. The final level of the position will bedetermined commensurate with the selected candidates level of education & experience.
Assist with estimates of effort, material, and travel to initiate proposals to customers. Provides text for proposals. Reviews and checks proposal budgets.
Prepares, organizes review, and submits document deliverables (CDRLs) in accordance with contract requirements. This may include monthly contractor status reports, test reports, production reports, and other documents as defined by awards to OSL. Some contracts may be classified.
Works with the Engineering Manager to coordinate the activities of the OSL team including person-loading and deconfliction across and between projects.
Assists with financial reports to provide insight into individual projects as well as OSL tasking including order forecasting, order income, backlog, and spending.
Monitors spending and defines corrective actions as needed.
Assist with designing and implementing financial tracking tools that inform strategic planning and execution.
Advanced or Expert level user of MS Office applications on PC platform. Will be required to develop a working knowledge of WHOI systems: Financial Status Reports (FSRs), WHOI grants, Streamlyne, Breago, etc.
May perform other duties deemed necessary by the supervisor.
As deemed necessary by supervisor
Administrative Associate I:
Takes an active role in leading group problem solving activities. Encourages the group to think of innovative solutions.
Leads group in setting goals and monitoring progress.
Has knowledge of how to work with upper levels of management to gain support.
Works to resolve conflicts between groups.
Assists with establishing work standards for group.
Helps others think through their choices. Actively supports diversity initiatives and awareness.
Effectively employs triage and troubleshooting techniques to resolve complex situations.
Participates in the development and implementation of new approaches to the work of the group.
Is current and proficient in new trends, concepts, technologies, and best practices within ones professional discipline and to apply that knowledge to current work.
Actions and decisions may have impact on other groups.
Makes decisions regarding work group or program
Seeks out and identifies problems or opportunities and takes immediate action to address them.
Administrative Associate II :
Is responsible for fostering a positive problem-solving environment.
Is accountable for successful group process and achieving desired results.
Demonstrates objective listening on a consistent basis; creates an environment that encourages open communication.
Promotes civility within and outside of work group; fosters environment for collaborative problem solving; demonstrates a high degree of confidentiality and discretion.
Works cross functionally to solve problems and implement changes.
Initiates innovative changes to continually improve operations both within the group as well as Institution-wide.
Integrates new concepts, technologies and practices and aligns with future needs.
Actions and decisions may have a significant impact on performance of the work group, other groups and/or Institution.
Independently makes decisions that may effect own group and is held accountable for the results.
Education & Experience
REQUIRED EDUCATION & EXPERIENCE:
Bachelors degree in a technical field is preferred.
Significant experience with budget preparation, grants management, and proposal preparation is required.
Excel at leadership and people management experience in a demanding on-site environment
Demonstrated interpersonal, written, and organizational skills
Advanced in Microsoft Word, Excel is required. Database experience would be a plus.
Must have proven ability to exercise discretion, good judgment, and take initiative. Attention to detail is critical.
Some accounting and budgeting experience is desirable.
Government contracting experience
Administrative Associate I:
A minimum of three years of relative work experience
Ability to work independently and make decisions with supervision
Administrative Associate II:
A minimum of five or more years of relative work experience
Ability to work independently and make decisions with limited supervision
Must be a U.S Citizen
Must have the ability to obtain a Top-Secret clearance to support pending contract management capabilities
WHOI is a federal contractor required to comply with Executive Order 14042. As such, WHOI has enacted a Mandated COVID19 vaccination policy effective December 8, 2021 where you must register your vaccination status in order to begin your employment. The registration process entails confidentially submitting a vaccination card and/or your vaccination statusor requesting to engage in the interactive exemption process for either a medical or religious reason.
Physicalduties for this position include occasional standing & walking. This position is mostly sedentary. Occupational Requirements include hearing, talking, working around others, working with others, and working alone.
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!