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Senior Administrative Assistant Job ID 2022-1793 27 views

Woods Hole Oceanographic Institituion (WHOI) is looking for a Senior Administrative Assistant to join the Geology & Geophysics Department. As a team member, interacts effectively with a diverse population to achieve both short and long term goals. This is a regular, full-time, non-exempt position, and is eligible for benefits.


The Senior Administrative Assistant will provide complex administrative support to Principal Investigators (PIs) and technical staff, focusing on pre and post award related activities. The work requires someone with excellent analytic, problem solving and superior interpersonal and organizational skills. The ideal candidate has the ability to coordinate multiple tasks and projects, work independently and under pressure.


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


Applicants: please submit a cover letter as part of your application.   


Essential Functions

Senior Administrative Assistant I:

  • Provides assistance in proposal development and submission, with particular emphasis on development and review of proposal budgets and with the administrative portions of proposals; advises PIs of agency and/or organization needs and requirements.
  • Assists PIs in the fiscal management of their funded projects, including ensuring compliance with established budgets, and with funding agency/Institution regulations.
  • Assists with oversight of service center(s) which includes providing usage estimates to clientele; tracking costs and revenue; and invoicing.
  • Makes and confirms appointments or travel/cruise arrangements, sometimes complex in nature and assists in preparing expense reports.
  • Arranges large meetings/conferences, scheduling rooms, and ensures requirements are met.
  • Maintains knowledge of Institution practices and procedures.
  • Uses software (i.e. on-line systems (FSRs, WHOIgrants, Unanet timecards, etc.), spreadsheets, and databases, Microsoft Office applications, etc.) pertinent to position at an advanced or expert level on PC and/or Macintosh platforms.
  • Assists coordinating and supporting the activities and functions of the department, devising and modifying methods and/or selecting appropriate procedures for presenting solutions to immediate and long-term problems.
  • Performs other duties deemed necessary by the supervisor.

Senior Administrative Assistant II:

  • Performs all the functions listed above with additional level of independence.
  • Ability to identify and resolve both immediate and long-term problems with slightly less supervision.

Education & Experience

  • Demonstrated interpersonal, written and organizational skills is required
  • Attention to detail is required
  • Must have proven ability to exercise discretion, good judgment, and take initiative
  • Knowledge of budget preparation, grants management and proposal preparation is desired

Senior Administrative Assistant I:

  • Two or four year college degree
  • A minimum of 2 years of relevant work experience

Senior Administrative Assistant II:

  • Two or four year college degree
  • A minimum of 4 years of relevant work experience

Physical Requirements

Physical duties for this position include the ability to lift less than 25 lbs and carry up to 10 lbs. Near vision is required as well as being able to work around and with others; as well as working alone while being able to hear and talk. This position is mostly sedentary in nature, requires occasional standing, walking, use of hands for basic/fine grasping/manipulating.

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Company Information
  • Active Jobs 55 Jobs
  • Company Address 266 Woods Hole Road Woods Hole, MA 02543
  • City Woods Hole
  • Location Massachusetts
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