The Woods Hole Oceanographic Institution is currently searching for an administrative professional for the joint position of Administrative Associate -Sea Grant Fiscal Officer in the Marine Chemistry and Geochemistry Department. This is a regular, full-time, exempt position, and is eligible for full benefits.
Woods Hole Sea Grant, located at the Woods Hole Oceanographic Institution (WHOI), supports marine research, extension, outreach and education programs. It is one of 34 Sea Grant College Programs located around the United States. Woods Hole Sea Grant is seeking an administrative professional/sea grant fiscal officer to be based on the WHOI campus in Woods Hole, Massachusetts. The Administrative Associate - Sea Grant Fiscal Officer works closely with the Director of Woods Hole Sea Grant in areas of program management and administration. Grant management responsibilities include but are not limited to serving as a liaison between the program, the National Sea Grant office, and WHOI's Grants and Contracts Office. The Sea Grant Fiscal Officer is also responsible for financial and administrative management of awards, including management of awards during pre-award stage; monitoring all stages of award implementation, and preparing status updates and budget projections for the director. This position is responsible for coordinating accounting, budgeting, auditing, and other financial or related functions to ensure financial integrity of Wood Hole Sea Grant.
As the Sea Grant Fiscal Officer of the Marine Chemistry and Geochemistry Department, the successful candidate will report to the Department Administrator and should be able, with limited supervision, to perform complex administrative duties to support the activities and functions of the Department.
This joint position will require the ability to transition fluidly between the Woods Hole Sea Grant and the Department of Marine Chemistry and Geochemistry; flexibility to shift from one location to the other is required. There will not be daily fixed time allotments at either location. Prioritization and communication of time constraints to the Director and the Department Administrator is a necessity.
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.
Sea Grant Office:
Prepare budgets, conduct a compliance review for all Woods Hole Sea Grant led proposal submissions and completion of all required forms/documentation.
Work closely with the WHOI Grants and Contracts Office to manage, oversee and administer all fiscal and accounting aspects of grants management for funds awarded to Woods Hole Sea Grant from federal and other sources.
Work closely with Sea Grant director to manage all awards.
Work closely with the WHOI Grants and Contracts Office in writing and awarding subcontracts to all recipients of Sea Grant funds.
Represent Woods Hole Sea Grant in Sea Grant's Fiscal Officer network, serve as a fiscal liaison between Woods Hole Sea Grant and the National Sea Grant Office, and the WHOI Grants and Contracts Office.
Provide administrative support for the director and staff including meeting scheduling and event planning and support.
Process travel, purchase, and other reimbursement requests as needed.
Assist with Student fellow on-boarding.
Attend relevant NOAA Sea Grant related meetings and webinars (limited travel may be required).
Department of Marine Chemistry and Geochemistry:
Support principal investigators in the preparation of grant proposals, manuscripts, reports, and correspondence.
Process travel, purchase, and other reimbursement requests as needed
Maintain fluency with electronic proposal submissions to various agencies/organizations
Coordinate Department Seminars: logistics, publicity and speaker arrangements
Maintain expertise in relevant software.
Perform routine office tasks as needed.
Maintain and update, in collaboration with WHOI Communications, the Department Website. Assist principal investigators with website postings as needed.
Maintain Department space plot plans and occupancy records.
Administrative Associate I:
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.
Administrative Associate II :
Demonstrates objective listening on a consistent basis; creates an environment that encourages open communication.
Fosters environment for collaborative problem solving; demonstrates a high degree of confidentiality and discretion.
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.
Education & Experience
This position requires strong interpersonal, written, verbal and organizational skills, as well as a broad range of software skills. The ability to exercise discretion, good judgement and take initiative in accomplishing tasks is essential. Must be able to work under pressure independently as well as a team member. Must be able to multi-task while maintaining accuracy with details.
Bachelor's degree in Business or related field
Background in Marine Science or related field preferred
Candidates must be able to formulate and manage budgets
Experienced processing, producing and organizing financial information
Experienced with balancing and reconciling accounts, and developing proposals
Ability to work in a team environment and work collaboratively
Must be comfortable adapting to new financial system(s)
Strong computer skills including proficiency with Microsoft Office programs: Excel, Word, and PowerPoint and Adobe Acrobat
Experience with Adobe Photoshop and Illustrator is highly desirable.
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
Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently and carry 0-10 lbs independently. Visual abilities to include near. Other physical tasks include most sedentary; use of hands for basic/ fine grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, with others, and independently. Physical duties are subject to change.
Internal Number: 2021-1432
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!