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Administrative Assistant Job ID 2022-1775 30 views

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.  The primary responsibility of this role is to assist with ongoing maintenance of organized and efficient systems and processes supporting Departmental operations, providing a broad range of administrative and clerical support to the Department Office team. This position provides administrative coordination of important, and at times very complex, programs and meetings.  This role has opportunity for growth and promotion.  This is a regular, full-time, non-exempt position, and is eligible for full benefits.


The internal working title for this position could be either Administrative Assistant II or Senior Administrative Assistant I.  The final level of the position will be determined commensurate with the selected candidate’s level of education and experience.

Essential Functions

  • Provide regular assistance with the appointment and onboarding/offboarding of postdocs, adjuncts, emeritus, guests and visitors. Provide back-up coverage for technical and departmental assistant hires when needed.
  • Provide coordination for the Department’s Postdoc mentoring program including but not limited to: regular outreach to internal parties, maintaining tracking spreadsheets, meeting coordination, collaboration and collection/submission of feedback to the Academic Program’s Office.
  • Coordination of annual Postdoc performance review collections and submissions of evaluation materials to Academic Programs.
  • Provide assistance to Main Office staff compiling documentation for annual performance review process.
  • Facilitate staff and student engagement by networking with Department Office and with committees for scheduling, distribution of announcements, and event coordinating needs associated with social gatherings.
  • May be responsible for complex coordination of recruitment activities involving scientific candidates. Coordinate interview schedules with staff and candidate recruitment talks.
  • Assist with preparation of space, coordinate IT arrangements, and update mailbox and office tags; Order room keys for new arrivals and issue temporary parking permits.
  • Maintain office occupancy spreadsheets and floor plans.
  • Interact with Facilities for building maintenance/repair/cleaning.
  • Function as key operator and point of contact for office equipment and shred bin pick up.
  • Contacts appropriate people to handle basic maintenance issues.
  • 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.
  • Responsible for database entries/entering office assignments/departures.
  • Compose and edit basic documents such as memos, handouts, and monthly departmental newsletter.
  • 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.


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.
  • At least 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.

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 with thorough knowledge of standard practices, procedures, software and technologies related to current position.

Physical Requirements

No pre-determined physical requirements; all candidates should be encouraged to apply.

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Company Information
  • Active Jobs 68 Jobs
  • Company Address 266 Woods Hole Road Woods Hole, MA 02543
  • City Woods Hole
  • Location Massachusetts
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