Job Summary

The Creative Studio and Communications group at the world-renowned Woods Hole Oceanographic Institution (WHOI) is seeking a detail-oriented and highly organized Senior Administrative Assistant to join our team. This position is critical to the efficient operation of our studio and plays a pivotal role in maintaining financial records, data entry/maintenance, and providing support to various departments across the Institution.

As an administrative professional on the Creative team, you will be responsible for managing various administrative tasks and providing essential accounting support. This role involves accurate financial record-keeping, invoicing, expense reconciliation, vendor management, supply/product ordering, and purchase order acquisition and monitoring.

The internal working title for this position could be either Senior Administrative Assistant I/II. The final level of the position will be determined commensurate with level of education and experience. This is a full-time, non-exempt position and is eligible for full benefits. 

Essential Functions

Accounting Tasks:

• Maintain accurate and up-to-date financial records. 
• Process invoices, expense reports, and reimbursements for the team. 
• Assist in budget preparation and financial analysis. 

Administrative Support:

• Manage office tasks, including answering phone calls, email correspondence, and document management. 
• Order and maintain office supplies and equipment. 
• Assist in data entry, record-keeping, and database maintenance, including timecards and Creative’s work-order database. 
• Help manage work order filing and documentation.
• Provide support for HR tasks, such as onboarding. 
• Assist with science poster output/trimming.

Communication:

• Communicate effectively with internal and external stakeholders. 

• Collaborate with colleagues to address financial and administrative issues. 
• Prepare and distribute reports to management and relevant departments. 

Non-Essential Functions: 

• Help with other assigned tasks during periods of high workload. 

Education & Experience

• High School Diploma or equivalent required
• Bachelors degree preferred 
• Experience with timecard management, financial reports, scheduling tools, and accounting software
• Advanced in Microsoft Word, Excel, and Adobe Acrobat 
• Demonstrated interpersonal, written, and organizational skills 
• Some accounting work experience is essential 
• Works well within creative, fast-paced environments 

Physical Requirements

Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently and carry 0-10 lbs independently. Other physical tasks are mostly sedentary; use of hands for basic/fine grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, with others, and independently. Physical duties are subject to change.