The Academic Programs Department is currently searching for an Administrative Associate I/Senior Administrative Assistant II with a working title of Housing Coordinator to join their team. Level of hire will be determined based on experience. This is a regular, full-time, non-exempt position, and is eligible for benefits.
With minimal supervision, this position acts as the primary resource for students and guests staying in Institution Housing; also assists the Budget Manager, Academic Programs and the VP for Academic Programs & Dean. This position predominantly provides management for WHOI's Housing Program, and also administrative support to the Academic Programs Office. Must have the ability to exercise discretion, good judgment, be self-motivated, highly organized, possess a strong work ethic and be able to take the initiative to perform complex administrative duties.
Responsible for management, operation and scheduled use of the Institution's student and guest housing that includes up to 250 housing requests per year.
Responsible for purchases and approval of invoices pertaining to the upkeep and repair of units within the bounds of the Housing Office's annual budget. Coordinate some repairs with WHOI Facilities Department.
Strategically assign housing based on several criteria to accommodate as many requests as possible in limited space.
Coordinate and process payments, correspondence, and prepare housing-related materials (welcome letters, keys, policies, etc.)
Along with VP for Academic Programs and Dean, develop Housing Policy; interpret and disseminate this policy to internal and external inquires.
Approve and process Rent Assistance Applications
Using Institutional financial systems, prepare, monitor and reconcile annual Operating Budget in excess of $350,000. Prepare annual Housing Capital Budget in coordination with the Institution's Facilities Manager.
Prepare bank deposits and payroll deductions.
Maintain and monitor Housing Office databases, records and files.
Supervise housekeeping staff including training, managing and scheduling. Serve as primary interface between housekeeping and facilities staff.
Review housing policies with WHOI students and fellows during their orientation and oversee the completion of necessary housing paperwork upon arrival.
Work closely with various groups from outside the Institution, e.g. international guests, along with scientific staff and administrative staff from within WHOI, with respect to reservation and billing issues.
Act as primary point of contact for guests and students while in Institution Housing addressing their individual concerns and needs. Work with students to resolve resident conflicts.
In accordance with the Institution's Environmental Health and Safety Office policies, relay and enforce housing safety procedures.
Compile content and maintain WHOI's Community Housing website.
Inform new staff, postdoctoral researchers and students of issues regarding local rental market.
Responsible for establishing and maintaining the central office files.
Maintain the calendar of the VP for Academic Programs and Dean, and office calendar. Coordinate appointments, and meetings for the Dean.
Monitor and maintain supplies of Academic Programs Office including machines, equipment, office supplies.
Prepare and distribute administrative reports, correspondence, announcements and other materials. Maintain confidentiality.
Assist the Dean in writing thank you notes/letters to donors and help prepare and/or edit proposal and report text.
Maintain and update files on the high school science fairs, coordinate science fair banner distribution with local high schools, issue and track WHOI award vouchers for award recipients.
Arrange meeting and event logistics for events such as Joint Program external reviews and WHOI Accreditation, which includes but not limited to room scheduling, catering procurement and payment, travel arrangements and travel reimbursements.
Arrange MIT/WHOI Joint Program Guest at WHOI appointments.
Act as member of Hurricane Preparedness Committee.
Perform other duties as the Budget Manager, Academic Programs deems necessary.
REQUIRED EDUCATION & EXPERIENCE:
Two or four-year college degree plus at least 5 years of experience
Previous experience providing administrative support
Must have developed strong interpersonal, written, verbal and organizational skills.
Experience with MS Office and the ability to create and maintain spreadsheets.
DESIRED EDUCATION & EXPERIENCE:
Previous experience providing administrative support in a similar environment (housing, academia, or financial)
Physical duties for this position include but are not limited to, ability to lift less than 25-50 lbs independently, 1 times per day; carry 10-25 lbs, 1 times per day. Visual abilities to include depth perception, and ability to distinguish basic colors. Hearing requirements include the ability to hear, talk and respond to instructions, work around others and well as with others. Other physical tasks include occasional standing/walking; repetitive motion such as typing, ability to climb stairs to inspect housing units. Physical duties are subject to change.
WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.
WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email email@example.com for assistance.
Additional Salary Information: £0 per year
Internal Number: 3023672
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!