Administrative Associate II (OCB)

Woods Hole Oceanographic Institution•Woods Hole, MA

4d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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