[SEMCO] WHRC Job Opening: Assistant to Director of Finance and Administration

[Lisa O'Connell]

 Woods Hole Research Center

Assistant to Director of Finance & Administration

Job #MPAS01 

SUMMARY: The Woods Hole Research Center seeks an experienced administrative professional as Assistant to the VP-Director of Finance & Administration.  The successful candidate will provide comprehensive clerical and administrative support to the Director and will work in tandem to ensure that business systems are in place and utilized to maintain an efficient workplace for all.  The position will maintain databases of contracts, subcontracts and MOUs ensuring that bid and quotation processes are documented and that documents are fully executed and filed.  Working closely with the Executive Assistant, the successful candidate will support Board committees and activities.  Systems relating to record retention, data privacy, corporate risk management (insurances) will be within the Assistant’s purview.  This position requires interpersonal skills, a professional demeanor and proficiency in Word and Excel.

 Responsibilities: The successful candidate will:

•       Provide administrative and clerical support for the Director of Finance & Administration.  Front line interaction with vendors, partners, and other business associates.

•       Support for Human Resources activities ensuring compliance in personnel files and processes with regulation and law.

•       Maintain key operational and office technology, maintenance agreements and vendor relationships.

•       Draft internal and external communications as needed.

•       Manage work flow, signatures, obligating documents, legal and compliance correspondence and filing.

•       Design and implement office and administrative systems.

•       Support Finance tasks to ensure sound internal controls as required.

•       Assist with project management including budgeting, forecasting, planning and new systems implementation.

•       Handle confidential information with complete discretion.

•       Maintain tools including source lists, tracking databases, staff and board lists, shared-contacts and other key office information.

•       Oversee other clerical support or administration as may be required.

                  Serve as a representative of WHRC with vendors, visitors and in helping to orient new employees and as otherwise defined.

 

Qualifications and Experience:

·· ·    	          Bachelor’s degree preferred, with outstanding skillls in WORD, EXCEL and PowerPoint

·       		·    	Applicants should have exceptional organizational talent, along with excellent written and oral communication skills

·       Paralegal experience and notary licence helpful

·       Experience in performing tasks in a multi-operating system environment (Windows/Mac) helpful

·       Ability to work well independently and as part of a dynamic team in a constantly evolving  environment, with people of diverse backrounds, cultures and nationalities

Application deadline: November 30, 2010.                         Desired Start Date: December 2010

Salary Range: Commensurate with experience, with full benefit package

Application Instructions: To apply, please send cover letter referencing Job # MPAS01, curriculum vitae, and contact information for three references to jobopenings at whrc.org.








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