Administrative Associate II (OCB)

Job Summary

Job Description

Woods Hole Oceanographic Institution (WHOI) is currently searching for an Administrative Associate II to join the Department of Marine Chemistry and Geochemistry. This is a regular, part-time, non-exempt position, and is eligible for full benefits.

The Administrative Associate for the Ocean Carbon & Biogeochemistry (OCB) Project Office is the lead logistics coordinator for in-person OCB activities. They oversee administrative actions for the office, including monitoring OCB budget and expenditures, paying vendor invoices and travel reimbursements, and shepherding associated paperwork and processes through WHOI.

Essential Functions and Responsibilities 

Venue: Conduct venue research and budget negotiations; review and route venue and hotel contracts; reserve meeting rooms and coordinate appropriate room setup; research and reserve catering and associated equipment (tent, tables, chairs, linens, etc.); arrange A/V support, equipment (microphones, WiFi, projector systems, etc.), and electrical needs (power strips, extension cords, etc.); research and coordinate ground transportation as needed; help prepare and ship meeting materials (nametags, office materials, etc.) to offsite venues; pay meeting vendor invoices; track activity budgets; assist with setup, breakdown, and assisting participants for WHOI-based OCB activities.

Participant support: Serve as point of contact on WHOI/OCB travel policies and reimbursement; provide guidance for participants of OCB activities on arranging travel (e.g., compliance with Fly America Act); coordinate hotel reservations and rooming lists as needed; process travel expense vouchers for OCB travelers; collect foreign visitor information per WHOI requirements; send letters of invitation and certificates of participation when requested.

Communication: Collaborate with meeting organizing team and other off-site administrative staff on meeting arrangements; assist with participant communications; serve as point of contact for caterers, hotels, conference center venues, and other vendors involved in OCB activities.

Day-to-day administration: Track OCB project budgets (FSRs); pay invoices and bills (external vendors such as caterers, participant honoraria, etc.); assist with updating pages of OCB website (meetings list, jobs and postdocs); assist with OCB inquiries and requests sent to the OCB Project Office email address, including requests to share job and postdoc opportunities; and other tasks as needed to support the operations of the OCB Project Office

Collaboration: Responsible for fostering a positive problem-solving environment and successful group process and achieving desired results. Acts as ambassador in presenting ideas to the appropriate audience.

Communication: Makes formal presentations, both verbal and written, to inform and educate. 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. Develops and may conduct training for one’s own area of expertise. 

Critical Thinking and Problem Solving: 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. 

Knowledge, Skills and Expertise: Integrates new concepts, technologies and practices and aligns with future needs. Has technical or professional credentials or equivalent combined with in-depth progressive experience. 

Responsibility and Accountability: 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. Anticipates and prepares for extraordinary circumstances; leads larger initiatives. 

REQUIRED EDUCATION & EXPERIENCE 

• BA Degree or equivalent experience/training may be considered in lieu of a degree.

• 5-7 years of relevant experience 

• Experience with computer systems required, including web based applications, Google Docs, Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

• Mostly sedentary work: exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

Preferred Experience 

• Experience with Workday and/or other financial systems is a plus.

Additional Job Requirements

Hourly Range: $38.25/hour-$49.58/hour
The salary range provided for this position reflects the expected minimum and maximum base pay for new hires. Actual compensation will be determined based on factors such as relevant skills, experience, and qualifications, as well as internal equity and market conditions. In addition to base salary, eligible employees also receive a comprehensive benefits package. 

WHOI accepts applications on a rolling basis - applications will be reviewed as they are received, and we encourage you to submit your application as soon as possible to ensure full consideration. While we will continue to review applications until the position is filled, and early applicants may have an advantage in the selection process.

EEO Statement

Woods Hole Oceanographic Institution (WHOI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.