Woods Hole Oceanographic Institution (WHOI) is currently searching for an Administrative Associate I - Housing Coordinator to join the Academic Programs Office. This is a regular, full-time, exempt position, and is eligible for full benefits.

With minimal supervision, this position acts as the primary resource for students and guests staying in Institution Housing as it relates to management, operations and scheduling of Institution housing resources; provides important budgetary assistance to the Budget Manager, executive administrative support to the VP for Academic Programs & Dean and general administrative support for Academic Programs. Must be technologically savvy, 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.

The internal working title for this position should be Administrative Associate I.

• Responsible for management, operation and scheduled use of the Institutions student and guest housing that includes up to 250 housing requests per year.
• Strategically assign housing based on several criteria to accommodate as many requests as possible in limited space.
• Responsible for purchases and timely approval of invoices pertaining to the upkeep and repair of units within the bounds of the Housing Offices annual budget and with accounts payable and procurement departments. Coordinate some repairs with WHOI Facilities Department. Coordinate and accurately process payments or credits.
• Draft correspondence, write procedures and prepare housing-related materials and reports.
• Solicit, process and approve Rent Assistance Applications.
• Using Institutional financial systems, prepare, monitor and reconcile annual Housing Budget in excess of $350,000, including the reconciliation of monthly rental income. Prepare annual Housing Capital Budget in coordination with the Institutions Facilities Manager.
• Prepare paperwork for deposits and payroll deductions. Reconcile monthly WHOI Housing purchase requisition or credit card purchases and payments.
• Maintain and monitor Housing Office databases, spreadsheets, 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.
• Along with VP for Academic Programs and Dean, develop Housing Policy and rent amounts; interpret and disseminate this policy and information to internal and external inquires.
• 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 Institutions Environmental Health and Safety Office policies, relay and enforce housing safety procedures.
• Compile content and maintain WHOIs Community Housing website.
• Act as a resource for new staff, postdoctoral researchers and students regarding the local rental market.
• Responsible for establishing and maintaining the central office files, including electronic files.
• Maintain the calendar of the VP for Academic Programs and Dean, and office calendar. Coordinate appointments, and meetings for the .
• Monitor and maintain supplies of Academic Programs Office including machines, equipment, office supplies.
• Prepare and distribute administrative and financial 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 including Joint Program External Reviews and WHOI Accreditation Reviews, which includes but is not limited to room scheduling, catering procurement and payment, travel arrangements and travel reimbursements. Collect information and prepare reports for events and meetings.
• Collaborate with department offices on MIT-WHOI Joint Program Guest at WHOI appointments.

NON-ESSENTIAL FUNCTIONS:

• Act as member of Hurricane Preparedness Committee.
• Perform other duties as the Budget Manager, Academic Programs deems necessary.

REQUIRED:

• Four-year college degree
• Previous experience providing complex administrative support.
• Extensive experience and proficiency with MS Office, specifically Excel and Word.
• Ability to create and maintain accurate and continuously up-dated spreadsheets for record keeping and accounting.
• Demonstrates accurate written and verbal grammar and usage skills.
• Must have strong interpersonal and organizational skills and the ability to resolve complex problems or financial discrepancies.

DESIRED:

• Previous experience providing administrative support in a similar environment (housing, academia, or financial).

Physicalduties for this position include but are not limited to, ability to lift 25-50 lbs, 1 times per day;carry 10-25 lbs,1 times per day. Visual abilities to include depth perception and ability todistinguish basic colors. Hearing requirements include the ability to hear and respond to instructions.Other physical tasks include occasional standing/walking, repetitive motion, and climbing stairs to inspect housing units. Other occupational requirements include talking, working around others, and with others. Physicalduties are subject to change.