Job Information
Marine Biological Laboratory Facilities Administrative Assistant in Woods Hole, Massachusetts
The Facilities Administrative Analyst will provide high-level administrative support to the Director of Facilities, as well as other managers/supervisors within the department. This individual is team-oriented & able to work in a fast-paced, professional work environment with multiple demands, regularly involving both confidential & time-sensitive materials & information. MAJOR DUTIES: Develops documents which analyze key metrics within the department. Identify discrepancies & uses analytical skills to resolve financial or utilization questions/issues. Oversees databases & paper/electronic files, including records, bills & shared spreadsheets with other administrative assistants in the department. Creates & updates graphs for analysis of department operations & expenses. Responsible for cross referencing utility billing to verify that solar credits are received appropriately Responsible for processing & tracking purchase orders, invoice payments & complete payments. Works with Director as well as Housing & Dining Manager & others to create & /or update spreadsheets to summarize & analyze revenue & expenses of those functions. Identify & investigate discrepancies & present conclusions/solutions to Director. Administrative support for insurance program. Track, document, & follow up with vehicle registrations, vessels, diving information, etc. for annual renewals with UChicago Insurance Department. Ensure insurance billing & registrations are paid & up to date. Responsible for managing calendar of appointments; meeting room booking, completing expense reports; composing & preparing correspondence; scheduling video conferences; agendas, also y arranging travel plans & itineraries as needed. Responsible for scheduling & coordination of meetings; record & distribute minutes for select committees including Safety Committee, Incident Management Team & Sustainability Committee. Partners with IT to coordinate technical troubleshooting in preparation for virtual meetings. Coordinate with Human Resources to provide employee support to all Facilities & Services managers & supervisors, including hiring staff, changes in job descriptions, changes in dates of employment, & changes in salaries. Responsible for maintaining personnel records including CV/resumes, employment history, & salary for the Director, managers & supervisors & their staff. Organize preparations for storms under the guidance of the Director of Facilities; support organizing efforts for Essential Personnel during emergencies. Expected to be available to prepare for a storm & take steps to restoring normal operations as soon as possible after an event. SKILLS REQUIRED: Outstanding office skills required including, but not limited to, computer systems, data base management, computer spreadsheets; presentations, graphic content, & excellent organizational skills; ability to work independently, confidentially, & with discretion. Highly skilled in Microsoft excel including formulas & graphs PowerPoint; Word; & Database experience Excellent organizational skills with accuracy & attention to detail essential. Self- starter, resourceful, problem solver & can work independently to complete work & tasks Able to prioritize & complete routine tasks & projects quickly Must possess excellent communications skills especially when dealing with visitors, staff members, scientists, trustees & other individuals that have business with the MBL. Pleasant & personable to create a welcome & customer service-oriented environment for internal & external interactions. Strong knowledge of budget & accounting procedures required. EDUCATION/EXPERIENCE: College degree in business administration, communications or other related concentration preferred, demonstrated ability in required skills. See Physical Requirements when applying.