What are the responsibilities and job description for the Sr. Administrative Assistant II - Corporate and Foundation Relations position at Woods Hole Oceanographic Institution?
Job Summary :
At Woods Hole Oceanographic Institution (WHOI), our mission is to understand the ocean for our planet and our future. In pursuit of this aspiration are some of the most worlds most talented ocean scientists and engineers who are pushing the boundaries of knowledge about the ocean to reveal its impact on our planet and our lives. If you would like to support the people who go to impossible places to do impossible things, you can be part of making a difference. The Development Office is looking for an organized, proactive, team-oriented, problem-solving administrative professional to support our Corporate and Foundation Relations team as Sr. Administrative Assistant II . This is a regular, full-time, non-exempt position and is eligible for benefits. This is a hybrid position, requiring on site work each week.
Reporting to the Director of Advancement Operations and Stewardship this position will play a critical role in CFR fundraising efforts, including but not limited to : researching corporate and foundation prospects, monitoring request for proposals, working with Raisers Edge database tracking grant reports, and narrative and financial grant reporting requirements, as well as budget oversight. The ideal candidate will be organized, detail-oriented, and excited to engage with foundations, scientists and engineers as well as other WHOI staff across the institution.
Essential Functions and Responsibilities :
50% Grant Management Support
- Support the CFR researching foundations and individuals for various projects and initiatives at WHOI across all program areas and other institutional priority areas.
- Help prepare Letters of Interest (LOI), Request for Proposals (RFP) and other information and materials to foundations and corporations.
- Record grant reporting schedules.
- Send reminders to WHOI scientists and department admins, as directed, and follow-up to confirm they are on track for submission by or before the deadline.
- Track interim and final reports that need to be submitted. Including :
Support budget oversight of all corporate and foundation grants, tracking spending, and ascertaining no cost extensions when necessary.
50% Administrative Support
Non-Essential Functions :
Other duties as deemed necessary.
Education & Experience :
Required :
High school diploma or equivalent
2-4 years of administrative or relevant office experience
Proficiency with Microsoft Office suite, especially Excel
Excellent communication skills (written and oral)
Strong organizational and administrative skills
Desired : Undergraduate degree
5 years of administrative or relevant office experience
Preference to candidates with Raisers Edge database experience
Financial reporting software experience
Proven track record of successful budget management
Experience working in fundraising or project organization
Physical Requirements :
Physical duties for this position include but are not limited to : occasional standing and / or walking along with being mostly and continuously sedentary. Other occupational requirements include talking, traveling, working around others, and with others. Physical duties are subject to change. All are welcome to apply.
