ADMINISTRATIVE ASSOCIATE I/II: CHAIR ASSISTANT

Job Summary : Job summary

• Assists the Department Chair with recruitment, appointment, and promotion of Department staff (i.e. scientific, technical, non-exempt, adjunct, and guest investigators); tracks staffs position timelines and requirements, compiles confidential application and promotion materials, and coordinates the operation of Departmental search committees.
• Assists Department Chair and Department Administrator with special projects and preparation of complex reports / documents.
• Tracks e-mail correspondence to the Chair, monitoring the account and, where appropriate, responding on behalf of the Chair.
• Updates Department Chairs and Department Administrators schedules, provides reminders.
• Maintains departmental files, records and databases. Collects and compiles information from diverse sources; performs calculations, creates charts, graphs, spreadsheets, reports and presentations; performs other related duties as requested.
• Maintains knowledge of Institution practices and procedures.
• Arranges annual and semi-annual review meetings for multiple groups (staff; postdocs; graduate students). Distributes / collects / maintains review documents.
• Arranges large meetings / conferences, scheduling space and catering, and ensures meeting requirements are met. Liaise with internal / external constituencies at all levels.
• Oversees the Departments onboarding of guest investigators and guest students, working with People Operations and Academic Programs Office as necessary. Perform accounting procedures related to same, including tracking funding for stipends and subsistence.
• Uses software (e.g., on-line systems for financial reports, job candidate management, appointments and promotions ftp site, spreadsheets, databases, Microsoft Office, Google Drive, Adobe, etc.) at an experienced level.
• Acts as a role model / mentor for junior staff utilizing a broad spectrum of Departmental and Institutional knowledge.

Essential Functions and Responsibilities :

A dministrative Associate I :

Administrative Associate II (in addition to functions expected at the Assoc. I level) :

Familiarity with People Operations and WHOI processes and procedures are advantages.

Education & Experience :

Administrative Associate I :

Administrative Associate II :

Physical Requirements :

This position will be largely sedentary and will require a majority of time spent at a computer. Vision and dexterity abilites necessary to work in these conditions are required. Must be able to work in a group and alone.