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Woods Hole Oceanographic Institution Senior Administrative Assistant in Woods Hole, Massachusetts

The primary responsibility of the Senior Administrative Assistant is to provide a broad range of complex administrative support to the growing OSL REMUS team. The ideal candidate has experience working professionally, exhibits exceptional attention to detail, can manage/coordinate multiple tasks/projects, and maintains superior organizational skills. Successful applicants will have the ability to function as a team member while taking initiative and ownership of assigned duties and projects. Candidate must be a person that seeks responsibility and helps to further define their position in a dynamic environment of opportunity. The internal working title for this position could be Senior Administrative Assistant I or Senior Administrative Assistant II, and the final title will be determined commensurate to the successful candidate's experience. Essential Functions Provides procurement expertise including assisting engineers with production of Bills of Material & process documentation, sending information out to request quotes, preparing purchase requisitions, tracking material receipt status, kitting material for assembly & test, & tracking material & build processing of parts through completion. Helps identify & maintain a list of preferred vendors that support ocean devices & support gear. Works through contract requirements to identify specific vendors such as women-owned, veteran owned, or other special categories. Provides assistance in proposal development, assembly & submission, with particular emphasis on preparation & support for material proposal budgets. Advises Principal Investigators (PIs) of agency, Institution or unit policies & requirements for review & approval of proposals, & management of resulting projects. Assists PIs in the fiscal management of projects, including consolidating spending status information with respect to established budgets & funding agency/Institution regulations for reporting. Monitors project balances & end dates; provides data needed for the preparation of interim & final financial & technical progress reports. May provide assistance with forecasting & spend-down plans. Assists with coordinating & supporting the activities & functions of OSL by following existing procedures & may need to modify or devise methods, or select alternate procedures, to improve efficiency & effectiveness of the team. May coordinate calendars & schedules & assist with travel/cruise arrangements, which are sometimes complex in nature. Maintains knowledge of Institution practices & procedures & federal procurement/acquisition regulations. Provides corporate Visa reconciliation assistance to the team as necessary. Assists in preparing expense reports. May arrange meetings/conferences, scheduling rooms & services. Advanced or Expert level user of MS Office applications on PC platform. Will be required to develop expertise with the various WHOI systems: Financial Status Reports (FSRs), WHOI grants, etc. May help the team build better financial awareness tools to help guide projects to success. NON-ESSENTIAL FUNCTIONS: Provide assistance with tracking vehicle builds, configurations, & test plans during periods of high workload Education & Experience Job title based on experience --- Senior Administrative Asst I or II. Minimum of 3-7 years? experience required. Related degree preferred. Experience with corporate &/or government purchase orders. Advanced in Microsoft Word, Excel & Adobe Acrobat. Demonstrated interpersonal, written & organizational skills. Must have proven ability to exercise discretion, good judgment, & take initiative. Attention to detail is critical. Knowledge of budget preparation, grants management & proposal preparation preferred. Some accounting experience is desirable. Special Requirements Must be a U.S Citizen See complete job description when applying