Senior Administrative Assistant II - Academic Programs Office

Job Summary

Reporting to the Senior Manager, Academic Programs, the Senior Administrative Assistant II provides high-level administrative and technical support to the Vice President for Academic Programs and Dean (VPAPO/Dean) and the Academic Programs Office. This in-office position manages complex, confidential, and time-sensitive work across a broad portfolio of academic programs and institutional activities. The role requires exceptional organization, discretion, judgment, initiative, follow-through, and the ability to work independently while coordinating effectively with senior leaders, faculty, students, staff, and external partners.

Job Description

ESSENTIAL FUNCTIONS AND DUTIES

Executive and Office Support

• Manage and maintain the calendar of the VPAPO/Dean, ensuring preparation for meetings, activities, events, and other commitments; coordinate conferences, travel, meetings, room arrangements, agendas, briefing materials, and follow-up actions. 

• Monitor and triage internal and external communications, assess urgency and importance, prioritize requests, draft correspondence, facilitate timely responses, and track follow-up items through completion. 

• Serve as a professional liaison among the VPAPO/Dean, Academic Programs staff, faculty, students, senior administrators, community representatives, and external constituents. 

Academic Programs Administration 

• Provide administrative support for WHOI Academic Programs, including the MIT/WHOI Joint Program, Summer Student Fellowship, postdoctoral programs, undergraduate programs, and related academic initiatives. 

• Create and maintain paper and electronic files; enter and maintain database records; prepare appointment and other official letters; moderate listservs; coordinate memberships and payments; process personnel actions in Workday; and maintain accurate program documentation. 

• Coordinate program events, meetings, orientations, presentations, and other activities, including logistics, communications, materials, attendance, and post-event follow-up. 

• Collect, enter, organize, and maintain key performance indicator (KPI) data and other program information; assist with the preparation of reports, dashboards, presentations, and summaries for internal and external audiences. 

Written Materials, Recognition, and External Engagement 

• Assemble, prepare, edit, format, and distribute reports, memoranda, correspondence, announcements, presentations, proposals, and other technical, financial, or confidential materials. 

• Assist the Dean with donor thank-you notes and letters, proposal and report text, and other communications that support academic and institutional priorities. 

• Coordinate local science fair engagement and award payments. 

Office Systems, Procurement, and Financial Administration 

• Develop, implement, and continuously improve office procedures and systems, including electronic filing, records retention, archival organization, shared resources, and office workflow. 

• Maintain and update Academic Programs web pages and other internal information resources, as assigned; monitor office equipment, machines, supplies, and service needs. 

• Prepare and/or approve purchase requisitions, travel authorizations, travel vouchers, payment requests, and other financial or procurement documents in accordance with WHOI policies and procedures. 

• Handle confidential information and materials with discretion and maintain confidentiality at all times. 

• Perform other duties as assigned. 

NON-ESSENTIAL FUNCTIONS 

May provide backup coverage for other administrative functions within the Academic Programs Office; participate in cross-functional projects, committee activities, and institutional events; and perform other related duties as assigned

REQUIRED QUALIFICATIONS 

• Bachelor’s degree; or an equivalent combination of education and experience. 

• 10+ years of progressively responsible administrative experience 

• Demonstrated experience supporting senior-level leaders and managing complex calendars, meetings, travel, communications, and confidential information. 

• Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and related database or information-management systems; experience with Workday or similar enterprise systems preferred. 

• Experience researching, planning, organizing, coordinating, and completing special projects, events, reports, presentations, or other deliverables with multiple stakeholders and deadlines. 

• Ability to learn an organization’s business, programs, systems, and stakeholders in order to effectively manage priorities and anticipate needs. 

• Experience serving as a liaison among senior administrators, faculty, staff, students, community representatives, and external partners. 

• Ability to manage multiple tasks and competing priorities, exercise sound independent judgment, take initiative, and maintain high standards of accuracy and follow-through. 

• Strong attention to detail, organizational skills, and ability to maintain effective systems for files, records, deadlines, and follow-up. 

• Excellent business writing, editing, proofreading, verbal communication, and interpersonal skills. 

• Professional, positive, service-oriented approach and the ability to remain composed and effective in high-pressure or rapidly changing situations. 

This role is anticipated to be a ¾ time position, eligible for full benefits. Please submit a resume and cover letter outlining your interest in the role, along with relevent experience, skills and abilities.

Additional Job Requirements

Salary Range: $30.50-39.37 per hour

The salary range provided for this position reflects the expected minimum and maximum base pay for new hires. Actual compensation will be determined based on factors such as relevant skills, experience, and qualifications, as well as internal equity and market conditions. In addition to base salary, eligible employees also receive a comprehensive benefits package.

WHOI accepts applications on a rolling basis - applications will be reviewed as they are received, and we encourage you to submit your application as soon as possible to ensure full consideration. While we will continue to review applications until the position is filled, and early applicants may have an advantage in the selection process.

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. 

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.