Woods Hole Oceanographic Institution is currently searching for a Center Administrator I with a working title of Program Office Support & Engagement Coordinator to join the Applied Ocean Physics & Engineering (AOPE) Department. This is a regular, full-time position, and is eligible for benefits.
This position provides administrative support to the OOI Program Management Office (PMO) and its financial, community engagement, and cyberinfrastructure functions. This position must ensure quality, completeness, compliance, and on-time delivery of all deliverables.
The ideal candidate must be able to meet multiple deadlines and be able to coordinate across partner institutions including Oregon State University, Rutgers University, the University of Washington, and Axiom Data Science.
Provide website editing and update support using WordPress for oceanobservatories.org
Support the OOI Community Engagement Manager through the production of brochures, posters, newsletters, and OOI social media efforts
Compose and edit basic documents such as memos, newsletter, and handouts
Develop and implement procedures for administration in compliance with WHOI Policy
Work with OOI Finance to ensure adherence to finance requirements
Maintain and communicate deadlines on Program deliverables on an ongoing basis
Provide support to audits as required
Provide administrative interface between OOI and AOPE Department
Manage the collection and forwarding of annual Performance Review information
Support the Engineering Change Request process and coordinate Change Control Board processes
Coordinate PMO calendars and schedules and provide travel planning and expense report assistance to the OOI PMO as necessary
Perform routine office tasks as required, including ordering and tracking supplies and preparing purchase requisitions
Arrange meetings/conferences, scheduling rooms and services, and setting up/facilitating WebEx calls
Function as point of contact for office equipment and building systems. Contact appropriate people to handle basic maintenance issues
Maintain Alfresco filing system for forms and documents
Coordinate and support WebEx meetings including Tracking Book reviews and Program Management calls
Perform other routine office tasks as required.
As deemed necessary by supervisor
EDUCATION & EXPERIENCE
Bachelor's Degree Required
Minimum of 5 years' relevant experience in an office setting required
Strong analytical skills, including defining and implementing solutions to problems
Experience working with upper management, and the ability to work well with others in a team environment
Must have the ability to maintain a high level of accuracy and professionalism
Experience in updating and managing websites using WordPress is required
Experience in utilizing various forms of social media is preferred
Ability to demonstrate Advanced or Expert skills in Microsoft Word, Excel and Adobe Acrobat
Demonstrated interpersonal, written and organizational skills
Must have proven ability to exercise discretion, good judgment, and take initiative; attention to detail is critical
Physical duties for this position include but are not limited to, ability to lift less than 25 lbs. independently; Visual abilities to include near sighted vision. Hearing requirements include the ability to hear and respond to instructions. Other physical tasks include occasional standing/walking; use of hands for basic /fine grasping and manipulation and repetitive motion. Other occupational requirements include talking, working around others, and with others, and working alone. Projects may require prolonged work hours. Physical duties are subject to change.
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!