Woods Hole Oceanographic Institution is currently searching for a Senior Administrative Assistant I to join the Information Services Department. This is a regular, full-time, non-exempt position, and is eligible for benefits.
This position provides day-to-day administrative support for staff in the Information Services department and assists with financial tasks, budget and billing, calendar coordination, project support and general office duties.
Financial support for IS Department:
Provide support to the purchasing and accounts payable processes
Monitor and track capital project numbers and contract/agreement renewals
Assist with timecard and work-order assignments in the system
Gather information from IS Managers regarding billable services for monthly submission to Accounting
Budget creation and monitoring:
Assist with gathering annual budget information
Create budget justification materials in PowerPoint
Assist with monthly financial reviews to monitor Budget vs Actuals
Assist with updating project plans, as requested
Assist with required project documentation
General office support:
Assist with meetings including scheduling and logistical support, solicitation of agenda items, presentation preparation, and taking minutes for departmental meetings and interviews
Order supplies and assist with computer related purchases, as requested
Other duties as requested
Performs other duties as deemed necessary by supervisor.
EDUCATION & EXPERIENCE
Requires a high school diploma or equivalent and training or experience in business administration
Advanced proficiency in MS Excel including pivot tables
Advanced proficiency in MS PowerPoint
Proficiency in MS Word
Knowledge of basic financial accounting practices
Good organization, prioritization and time management skills
Ability to take direction and communicate effectively in support of departmental needs
Ability to multi task and be self-directed
Successful candidate will have strong interpersonal, written, verbal, and organization skills.
Physical duties for this position are continuously sedentary, other duties include repetitive motion and use of hands for basic & fine grasping & manipulation. Other occupational requirements include the ability to work around others, work with others, and work alone.
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!