Woods Hole Oceanographic Institution is currently searching for an Administrative Associate I/II to join the Biology Department. This is a regular, three quarter time, non-exempt position, and is eligible for benefits.
The successful candidate will provide administrative support to the Harmful Algal Bloom (HAB) research group at WHOI, and to the Cooperative Institute for the North Atlantic region (CINAR), a consortium of eight research institutions in the New England Region, led by WHOI. Administrative duties will include working with investigators at WHOI and partner institutions to ensure successful proposal preparation and submission to NOAA.
Provide support to investigators at WHOI and CINAR partner institutions in the preparation and submission of CINAR proposals to ensure that they conform with NOAA guidelines and are submitted in a timely manner.
Interface with GCS to process CINAR partner invoices and assist with sub-award documentation to partner institutions.
Develop and maintain knowledge of and compliance with Institution procedures and policies related to sponsored research.
Ability to perform well under deadlines, to switch tasks while maintaining accuracy, and to navigate successfully through high-volume work.
Ability to see complex tasks through to completion with minimal supervision, and to take the initiative in solving problems and resolving uncertainty.
Track and manage project reporting and deliverables for CINAR.
Coordinate calendars and schedules, and assist with seminar, conference call, and meeting/conference planning.
Exceptional customer service in support of CINAR partner institutions and NOAA program officers, project sponsors, and other personnel.
Support and encourage a collegial working environment, and establish excellent working relationships with scientists and staff at WHOI as well as with CINAR partners.
Troubleshoot printers, conference call equipment, and projection devices; responsible for lab purchasing and general administrative duties in the HAB research group.
Assist HAB research group investigators with report and project paperwork, including coordinating among investigators to prepare project reports, and providing general organizational/logistical support.
Ensure that a variety of program/project websites are maintained and updated.
As deemed necessary by supervisor
Ad hoc projects as assigned
DESIRED EDUCATION & EXPERIENCE:
Two or four year college degree, plus three to seven years' experience in an administrative capacity working with senior management, or equivalent.
Familiarity with grants management.
High level of attention to detail.
Strong communication skills - both oral and written.
Agility to manage complex tasks independently and follow through to completion and on schedule, with minimal supervision.
Excellent organizational and time management skills. Ability to manage pressure and multiple deadlines.
Current or previous customer service experience with demonstrated outstanding customer service skills and the ability to calmly and effectively solve problems.
Proficiency with Microsoft Office, Adobe, and Wordpress.
Visual abilities to include near, peripheral, and depth perception. Other physical tasks include mostly sedentary; use of hands for basic /fine grasping and manipulation, and repetitive motion. Other occupational requirements include talking, traveling, working around others, with others, and independently. Physical duties are subject to change.
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.
Additional Salary Information: £0 per year
Internal Number: 3244097
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!