Administrative Associate II (OCB)

About the Role

Woods Hole Oceanographic Institution (WHOI) is seeking an Administrative Associate II to join the Department of Marine Chemistry and Geochemistry. This is a regular, part-time, non-exempt position eligible for full benefits.

The Administrative Associate for the Ocean Carbon & Biogeochemistry (OCB) Project Office serves as the lead logistics coordinator for in-person OCB activities, overseeing administrative actions including budget monitoring, vendor payments, and travel reimbursements.

Responsibilities

• Venue Coordination:
  • Conduct venue research and budget negotiations.
  • Review and route venue and hotel contracts.
  • Reserve meeting rooms and coordinate setup (e.g., room arrangements, catering, equipment like tents, tables, chairs, linens).
  • Arrange A/V support (microphones, WiFi, projectors) and electrical needs (power strips, extension cords).
  • Research and coordinate ground transportation.
  • Prepare and ship meeting materials (nametags, office supplies) to offsite venues.
  • Pay meeting vendor invoices and track activity budgets.
  • Assist with setup, breakdown, and participant support for WHOI-based OCB activities.
• Participant Support:
  • Serve as point of contact for WHOI/OCB travel policies and reimbursement.
  • Provide guidance on travel arrangements (e.g., compliance with Fly America Act).
  • Coordinate hotel reservations and rooming lists.
  • Process travel expense vouchers for OCB travelers.
  • Collect foreign visitor information per WHOI requirements.
  • Send letters of invitation and certificates of participation when requested.
• Communication:
  • Collaborate with meeting organizing teams and off-site administrative staff on arrangements.
  • Assist with participant communications.
  • Serve as point of contact for caterers, hotels, conference centers, and other vendors.
• Day-to-Day Administration:
  • Track OCB project budgets (FSRs).
  • Pay invoices and bills (e.g., caterers, participant honoraria).
  • Update OCB website pages (meetings list, jobs, postdocs).
  • Respond to OCB Project Office email inquiries, including requests to share job and postdoc opportunities.
  • Perform other tasks to support OCB Project Office operations.
• Collaboration & Leadership:
  • Foster a positive problem-solving environment and group process.
  • Act as an ambassador for ideas to appropriate audiences.
  • Make formal verbal and written presentations to inform and educate.
  • Demonstrate objective listening and encourage open communication.
  • Promote civility and confidentiality within and outside the work group.
  • Develop and conduct training for areas of expertise.
• Critical Thinking & Problem Solving:
  • Work cross-functionally to solve problems and implement changes.
  • Initiate innovative improvements to operations within the group and institution-wide.

Requirements

• BA Degree or equivalent experience/training may be considered in lieu of a degree.
• 5-7 years of relevant experience.
• Proficiency with computer systems, including web-based applications, Google Docs, and Microsoft Office (Outlook, Word, Excel, PowerPoint, Access).
• Mostly sedentary work: exerting up to 10 pounds of force occasionally (carrying, lifting, pushing, pulling objects). Sitting most of the time, with occasional walking and standing.

Preferred Qualifications

• Experience with Workday and/or other financial systems.

Pay

Hourly range: $38.25–$49.58. The salary range reflects the expected minimum and maximum base pay for new hires. Actual compensation will be determined based on relevant skills, experience, qualifications, internal equity, and market conditions.

Benefits

Eligible employees receive a comprehensive benefits package.