The Physical Oceanography Department is seeking an energetic Administrative Associate I/ II who has the ability to coordinate multiple tasks and projects concurrently, responds to unexpected situations, and meets deadlines in a timely manner. This is a full-time, benefits eligible position with opportunities for growth and promotion.
The Administrative Associate I/II for the Mooring Lab is responsible for financials and planning including staffing and operational logistics and purchasing for the Mooring Lab, which provides mooring fabrication services for the benefit of the WHOI scientific and technical staff as well as the US and international oceanographic community.
Oversee the financial aspects of the Mooring Lab which include:
working on overhead budget and proposal preparation with Mooring Laboratory Manager
monitoring funded projects
• monitoring salary support
• tracking the status of pending projects
• coordinating the expenditures in the overhead budget
• facilitating purchasing needs
• reconciling and documenting purchasing card activity for Mooring Lab staff
overseeing electronic timekeeping for staff
• serving as the Mooring Laboratory liaison to Controllers group
Provide training and support to Mooring Lab personnel
Provide support for tensile machine software including interaction with software engineers and vendors
Coordinating with Mooring Laboratory Manager, prepare work orders based on client's requirements
Review work orders to determine supplies and materials to be charged against the project and make purchases as necessary
Design and develop tracking tools and databases to improve the tracking and accessibility of resources and timely delivery of fabrications
Reconcile inventories (wire, swages, boots, glass ball hardhats) to comply with audit requirements for the accountability for WHOI assets under Mooring Lab's control
Human Resources and Safety Management:
Serves as the Mooring Laboratory liaison with Human Resources
Assist with the management of the First Aid operating budget, scheduling monthly training for First Aid Responders and facilitating the purchase of supplies for the first aid kits located throughout the Institution
Field requests from clients, both within WHOI and outside the Institution, for proposals, budgets and fabrication work
Develop strong working relationships with technical staff members who frequently engage the Mooring Lab for fabrication, loan of equipment and material testing.
UNOLS Wire Pool:
Serve as administrator for database supporting the UNOLS research vessel community
Work closely with WHOI programmers to troubleshoot and design new capabilities within the database
Interact with marine superintendents and other individuals who have access to the database
Work closely with Wire Pool Manager to prepare renewal proposals and annual reports for the grant
Facilitate purchases of new tension members
Coordinate logistics of distributions and shipments to UNOLS vessels
Performs other duties as required.
DESIRED EDUCATION & EXPERIENCE:
Bachelor’s degree with 3-5 years of experience in a not-for-profit environment in an administrative capacity working with senior management; or an Associate’s with 5-8 years of directly related experience; or equivalent combination of education/experience. Knowledge of budget preparation, grants management is essential and to a lesser degree proposal preparation; familiarity with WHOI processes and procedures, as well as its culture, is an advantage. Must have superior mathematical and analytical abilities, including advanced skills in Microsoft Excel, Word, PowerPoint, and Adobe Acrobat. Must have strong written and verbal communication skills; strong organization and interpersonal skills. Demonstrated ability to produce and maintain accurate data and records. Ability to coordinate multiple tasks and projects concurrently, responds to unexpected situations, and meets deadlines in a timely manner. Must be willing to engage in a wide range of activities that take place in both a shop and office environment.
Position Drives WHOI Vehicles
Physical duties for this position include but are not limited to, ability to lift up to 50lbs and carrying up to 25lbs. Visual abilities to include depth perception, ability to see peripherally, ability to adjust vision to bring objects into focus, ability to distinguish basic colors. Hear and respond to instructions, communicate effectively in loud areas (pier/dock, warehouse). Work with and around others as well as alone. Other physical tasks include frequent prolonged standing/walking; manual dexterity and mobility, use of hands for basic /fine grasping/manipulation, and occasional reaching, bending, stooping, kneeling, crouching, pulling, pushing and reaching below the shoulders. Will be exposed todust or other irritants, grease and oils, odorous chemicals or specimens, shazardous substances or specimens, electrical/mechanical/power equipment hazards. 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.
The Woods Hole Oceanographic Institution is dedicated to research and education to advance understanding of the ocean and its interaction with the Earth system, and to communicating this understanding for the benefit of society.