What are the responsibilities and job description for the Research Administrator position at Woods Hole Oceanographic Institution?

Job Summary

The Woods Hole Oceanographic Institution (WHOI) is seeking a Research Administrator to join the Biology Department. Working within a world-renowned organization, the work is fast-paced and complex and requires excellent organizational, critical thinking, problem-solving, and interpersonal skills to provide day-to-day administrative support for the Department's staff. The successful candidate will provide experienced and knowledgeable support focused on the preparation of grant and contract proposals. This includes budgeting, proposal package assembly, and assuring compliance with agency requirements and Institution policy.

Reporting to the Department Administrator, the Research Administrator will provide administrative support to Principal Investigators and technical staff, mainly in pre-award activities. This position will provide key support to a fast-paced, dynamic group with diverse scientific funding sponsors. The ideal candidate has the ability to coordinate multiple tasks / projects, has great attention to detail, works independently and under pressure, uses tact and discretion, and maintains superior organizational skills. Successful candidates will have the ability to function as a team member while taking initiative and ownership of assigned duties and projects. A preference will be given to those who have prior experience working within the scientific research environment, federally funded awards, and / or sponsored research.

This is a regular, full-time, exempt position, and is eligible for full benefits. The working title is Research Administrator; the level of Administrative Associate I / Administrative Associate II will be determined based on a candidate's level of experience. On-site presence is preferred; a remote option is available for a strong candidate, but on-site visits will be required. Applications will be reviewed as they are received. Kindy include a cover letter with your resume.

Job Description

Essential Functions & Duties

Advise and assist Principal Investigators with the development, preparation, and submission of grant proposals. This includes budget development, preparation of all internal materials, and serving as an interface between the Principal Investigator and WHOI's Grant & Contract Services Office (GCS). Primarily responsible for the non-scientific administrative content (ensuring all content is complete, up to date and compliant with sponsor guidelines and WHOI policy). Responsible for assembling the entire proposal package in accordance with agency guidelines for a handoff to GCS for the final review and submission.
May facilitate and assist in the coordination of the Department's seminar series.
Will serve as the administrative contact for internal committees and be responsible for tracking and reporting data as well as scheduling regular meetings.
Preferably, will be a point of contact for on-site personnel, maintaining a regular and frequent on-site presence.
Expected to demonstrate independence as appropriate, to analyze and solve problems, seek additional information, and consult with supervisor as necessary.
May be responsible in assisting with the timely completion of reports required on funded projects.
May be required to coordinate with other administrative groups both internally and externally.
May arrange meetings / conferences, scheduling rooms and services.

Non-Essential Functions

As deemed necessary by supervisor

Required Education & Experience

Research Administrator - AAI Level :

Bachelor's degree with 3-5 years of increasing responsibility, directly related research administration experience or equivalent combination of education and experience.

Research Administrator - AAII Level :

Bachelor's degree with 4-7 years of increasing responsibility, directly related research administration experience or equivalent combination of education and experience.

Desired Experience

Experience supporting scientists and engineers in the areas of federal and non-federal contract administration. Knowledge and experience working with diverse funding agencies and sponsors.

Knowledge of research administration methodologies, practices, and policies, including federal regulations and statutes.

Demonstrated critical thinking skills. Ability to read, analyze, interpret, negotiate, and manage complex documents, federal contracts, and agreements.

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.

Strong customer service focus with the ability to interact and collaborate with diverse internal and external constituents.

Demonstrated ability to work with confidential information, exercise discretion, good judgment, and take initiative.

Facility with budgeting and reporting using Microsoft Excel.

Demonstrated intermediate / advanced level proficiency with the use of Microsoft Office and Adobe applications (e.g. spreadsheets, databases, etc.), ERA systems (Kuali, Streamlyne, InfoEd, etc.), ERP systems (Workday, OneSolution, PeopleSoft, SAP, etc.) on PC and / or Macintosh platforms.

Ability to cultivate relationships and communicate regularly with research administration officials at collaborating organizations.

Demonstrated interpersonal, written, and verbal communication skills.

Aptitude and interest in learning new systems and databases.

Demonstrated ability to produce and maintain accurate data and records.

Can work independently as well as in a team environment to provide solutions for improved workflow of tasks related to a large and diverse scientific community.

Can lead, train, mentor junior staff in own areas of expertise.

Additional Job Requirements

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.

Affirmative Action / EEO Statement

Woods Hole Oceanographic Institution (WHOI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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