Administrative Assistant

Job Summary

Woods Hole Oceanographic Institution is seeking an effective Administrative Assistant to join The Applied Ocean Physics & Engineering (AOPE) Department and to provide day-to-day administrative support for the Department Office and scientific and engineering staff.

 

The successful candidate will be part of a group responsible for appointments and promotions, space management and general office functions for the department and will play a key role in insuring that administrative needs of busy technical teams are accomplished accurately and on-time.

 

This individual will serve as a key point of contact for departmental and institution processes and procedures, with responsibilities to include orienting of new personnel on same.  This person will serve as a key point of contact for students and guests, space management and building/facilities work orders. Responsibilities also include facilitating on-time submission and reconciliation of project expenses, verifying receipt and inventory of materials and supplies, and resolving discrepancies with appropriate parties.

 

This is a regular, full-time, non-exempt position, and is eligible for full benefits. On-site presence is an important element of aspects of the role. The ideal candidate has exceptional attention to detail and the ability to coordinate multiple tasks/projects, maintaining superior organizational skills.

Essential Functions and Responsibilities

• Provide regular assistance with the appointment and onboarding/offboarding of adjuncts, guests, and visitors.
• Assist with coordination and preparation of space, coordinate IT arrangements, and update mailbox and office tags; order room keys for new arrivals and issue temporary parking permits.
• Completes expense vouchers for travel and other reimbursements for unit members, adhering to Institution and agency requirements.
• Provides regular assistance with reconciling expense accounts.
• Interact with Facilities for building maintenance/repair/cleaning.
• Function as key operator and point of contact for office equipment and shred bin pick up.
• Order office supplies, match invoices to packing slips and validate deliveries, and reconcile charges to projects.
• Maintain shared filing system for forms and documents, either electronically or paper copies. Maintain office occupancy spreadsheets and floor plans.
• Responsible for database entries/entering office assignments/departures.
• Compose and edit basic documents such as memos, templates, and handouts.
• Performs other routine office tasks as required.

Administrative Assistant II:

• With minimal supervision performs tasks in support of the work group or program; prioritizes own work.
• Seeks better ways to accomplish tasks.
• Adapts and improves established approaches to one's own work.
• Acts as a role model and resource for junior staff.

Senior Administrative Assistant I:

• Effectively works with others outside of the work group to achieve a goal.
• Without direct supervision performs complex and responsible tasks to coordinate and support the activities and functions of a work group or program.
• Seeks out and undertakes new tasks; has good judgment about what needs to be done.
• Evaluates established procedures and suggests possible improvements.
• Informally coaches employees in area regarding processes and procedures and acts as a role model for junior staff.

NON-ESSENTIAL FUNCTIONS:

• As deemed necessary by supervisor.

Education & Experience

The ideal candidate will exhibit strong verbal and written communication skills, and maintain superior organizational skills.  Successful applicants will have the ability to function as a team member while taking ownership of assigned duties and projects.

• Requires high school diploma or equivalent and training or experience in business administration. 
• 2-3 years of related experience required.
• Must have customer service orientation. Looking for a team player with desire and ability to achieve team goals.
• Must demonstrate good judgment and exceptional attention to detail.
• Position requires assessment of situations and use of pre-existing procedures.
• Some familiarity with accounting is desirable. 

Administrative Assistant II:

• Possess intermediate skills level of standard software.
• High school diploma or the equivalent experience.

Senior Administrative Assistant I:

• Thorough knowledge of standard practices, procedures, software, and technologies related to current position.
• High school diploma w