Research Administrator I/Post award

at  Woods Hole Oceanographic Institution

Job Summary:
Woods Hole Oceanographic Institution (WHOI) is seeking an experienced administrative professional to join the Geology & Geophysics Department. The internal working title for this position will be Research Administrator I; this is a regular, full-time, non-exempt position and is eligible for full benefits. Remote work is possible.
As part of the administrative team, this position interacts with a diverse group of scientists and staff, and supports a fast-paced, dynamic research environment with federal and non-federal sponsors. The work is varied and rewarding. The incumbent provides complex administrative support to a portfolio of Principal Investigators (PIs) and technical staff, focusing on post-award related activities. The ideal candidate can oversee multiple tasks and projects simultaneously, work independently and under pressure, use tact and discretion, and maintain superior organizational skills. The work requires someone with excellent analytic, problem solving and interpersonal skills; preference will be given to those with experience working closely with federally funded scientists and engineers in an academic research environment.

Essential Functions and Responsibilities:

• Assists PIs in the fiscal management of their funded projects, including ensuring compliance with established budgets, and with funding agency/Institution regulations.
• Assists with oversight of service center(s) which includes providing usage estimates to clientele; tracking costs and revenue; and invoicing.
• Assists with, completes and approves expense vouchers for travel and other reimbursements for unit members, adhering to Institution and agency requirements.
• Assists with purchasing of project (purchase orders) materials as directed by group members, tracks order and receipt.
• Arranges large meetings/conferences, scheduling rooms, will troubleshoot hybrid meeting needs and ensures requirements are met.
• Provides website updates (WordPress) to department’s homepage and/or specific labs.
• Assists with space administration, arranging office moves, phones, mailboxes, etc. Serves as key operator and POC for office equipment.
• Maintains inventory and orders office supplies, validates deliveries, and reconciles charges to projects.
• Applies knowledge of institution and agency spending regulations and compliance areas, including ensuring compliance with established budgets, and with funding agency/Institution regulations.
• Uses software (i.e. on-line systems (FSRs, WHOIgrants, Unanet, WorkDay etc.), spreadsheets, and databases, Microsoft Office applications, etc.) pertinent to position at an advanced level on PC and/or Macintosh platforms.
• Will answer routine inquiries, maintain group emails lists. Creates clear, articulate correspondence on behalf of the unit when necessary.
• Performs other duties deemed necessary by the supervisor.

Education & Experience:

• Ability to function as a team member while taking initiative and ownership of assigned duties and projects. Self-motivated and proactive in resolving issues, with ability to multi-task and prioritize workload.
• Knowledge of research administration methodologies, practices, and policies including federal regulations and statutes.
• Strong customer service focus with an emphasis on respectful and tactful communications and the ability to interact and collaborate with diverse internal and external constituents.
• Ability to cultivate relationships and communicate regularly with research administration officials at collaborating organizations.
• Demonstrated critical thinking skills. Ability to read, analyze, interpret, and manage complex documents and agreements.
• Excellent communication skills, organizational and time management skills.
• Computer proficiency (e.g. microsoft office suite, ability to learn new platforms)
• Attention to detail.
• Proven ability to exercise discretion and good judgment.
• Strong interpersonal skills, tolerance, flexibility, and humor.
• Experience in website updates, design; use of WordPress or other webite management tools.

Education

• Two- or four-year college degree
• A minimum of 3-5 years of relevant work experience

Physical Requirements:
Physical tasks include mostly sedentary with occasional prolonged standing/walking, use of hands for basic grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, and with others. Physical duties are subject to change.
Sea Duty:
N

• Assists PIs in the fiscal management of their funded projects, including ensuring compliance with established budgets, and with funding agency/Institution regulations.
• Assists with oversight of service center(s) which includes providing usage estimates to clientele; tracking costs and revenue; and invoicing.
• Assists with, completes and approves expense vouchers for travel and other reimbursements for unit members, adhering to Institution and agency requirements.
• Assists with purchasing of project (purchase orders) materials as directed by group members, tracks order and receipt.
• Arranges large meetings/conferences, scheduling rooms, will troubleshoot hybrid meeting needs and ensures requirements are met.
• Provides website updates (WordPress) to department’s homepage and/or specific labs.
• Assists with space administration, arranging office moves, phones, mailboxes, etc. Serves as key operator and POC for office equipment.
• Maintains inventory and orders office supplies, validates deliveries, and reconciles charges to projects.
• Applies knowledge of institution and agency spending regulations and compliance areas, including ensuring compliance with established budgets, and with funding agency/Institution regulations.
• Uses software (i.e. on-line systems (FSRs, WHOIgrants, Unanet, WorkDay etc.), spreadsheets, and databases, Microsoft Office applications, etc.) pertinent to position at an advanced level on PC and/or Macintosh platforms.
• Will answer routine inquiries, maintain group emails lists. Creates clear, articulate correspondence on behalf of the unit when necessary.
• Performs other duties deemed necessary by the supervisor