Department Administrator

Job Summary

Job Description

Woods Hole Oceanographic Institution is searching for a new Department Administrator to join our Applied Ocean Physics & Engineering Department. This position reports to, advises, and works closely with the Department Chair in handling department strategic planning and operational matters. The Department Administrator is responsible for leadership and management related to daily operations for the department, advocating for the mission of WHOI, and using the best practices in administrative and business management. The successful candidate will supervise administrative support staff and recommend, interpret, and implement management policies and operating practices.

The AOPE Department Administrator supervises and delegates to AOPE team managers in the following areas: People & Operations, Pre-Award, Full Life-Cycle, and Post-Award. This is a full-time, regular, exempt onsite or hybrid position and is eligible for benefits. Uses good judgment and experience to prioritize a varied workload that involves developing solutions to emergent issues, time-sensitive and/or confidential projects, and complex problems.

• Serves as a primary interface between the research department and administration departments, funding agencies, and clients both internal and external to the Institution.

• Applies advanced knowledge, skills, methods, and practices to conduct analysis and problem-solving.

• Responsible for administrative oversight of the department. Plans, develops, and executes organizational, operational and principal processes and procedures.

• Manages a team of administrative support staff. Hires, trains, supervises, and mentors department administrative staff. Understands the abilities of staff and utilizes their talents and delegates effectively. Provides staff with growth opportunities, professional training, periodic performance evaluations, and the tools required for them to work effectively.

• Together with the Department Chair and AOPE Pre-Award team, is responsible for the approval and final departmental review of proposals prior to submission to Grant & Contract Services for institution review, and may participate in the negotiation process with large contracts to ensure the goals and objectives of each project can be properly met within institutional and governmental guidelines.

• Provides guidance to the Chair regarding recommended compensation. Works closely with People Operations and department supervisors when dealing with performance issues. Exercises discretion and discernment in the positive resolution of problematic and sensitive personnel issues.

• Collaborates with the Department Chair and scientific/senior technical staff on strategic planning initiatives, financial planning, reporting and fiscal control to effectively support departmental research.

• Advises scientific/ technical staff on WHOI procedures and governmental policy. Understands and implements compliance and regulatory activities associated with proposals, awards and department operating budgets.

• In consultation with the Chair, is responsible for departmental financial oversight which includes but is not limited to:

• Department overhead and capital budget(s) - develops and implements an annual operating budget that includes expense budgeting.
• Provides ongoing decision support and analytics for the department.
• Participation in annual audit process, defending and providing documentation for department operating budgets
• Annual performance review merit and personnel labor base processes.
• Monitoring of grant and contract awards, working closely with principal investigators to ensure compliance with expenditures, award requirements, policies and reporting
• Serves as final approval for all purchase requisitions, expense reimbursements, and department time reports; tracking funding and initiating Institutional support as needed

* Collaborates with the Chair in assessing department space and equipment requirements including but not limited to necessary renovations, equipment purchases, maintenance and repairs.

* Provides oversight of departmental websites to ensure information is up to date.

* Acts as a definitive point of contact and resource within the department for institutional policies and procedures and for guidance and advice in non-scientific or technical matters.

Experience

* Bachelor's degree preferred in an area related to the technical or administrative work of the department; master's degree is desirable

* 5+ years of directly related experience at the Institution or similar organization

* Strong organizational skills, general financial management, and supervisory experience required.

* Must possess the ability to handle confidential matters discretely.

* Specialized technical knowledge required to manage the administrative services of the divisions and have demonstrated knowledge of computer processing and modern computer administrative techniques is required.

* Knowledge of budget preparation, grants management and proposal preparation is essential.

* Must have strong written and oral communication skills and interpersonal skills.

* High interpersonal and organizational skills as well as effective delegation and the ability to address problems and/or coordinate resolution with the appropriate Institution resources are essential

* Must have strong numerical and analytical skills and have a high degree of computer literacy, including advanced skills in Microsoft products and Adobe Acrobat.

Additional Job Requirements

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.