Job details

Research Administrator – Marine Chemistry and Geochemistry

Job Summary:

Woods Hole Oceanographic Institution (WHOI) is seeking a Research Administrator to work in the Department of Marine Chemistry & Geochemistry (MCG). The Research Administrator works closely with Principal Investigators (PIs), Department Administrator and other research and technical staff on all activities associated with the full lifecycle of awards: from proposal development and submission through post-award activities, ensuring compliance and following policies of the agencies and the Institution. Working within a world-renowned organization and supporting its mission, the work is fast-paced and complex, and it requires excellent organizational, critical thinking, problem solving, and interpersonal skills. 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 quarterly visits are expected.

Applications will be reviewed as they are received. Kindy include a cover letter with your resume.

Essential Functions:

Provides key support for the Department working on the full lifecycle of grants and contracts, from preparing proposals for submission to overseeing post-award management.
Pre-Award responsibilities:

Advise and assist faculty 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 Grant & Contract Services (GCS). Primarily responsible for the non-scientific administrative content (ensuring all content is complete, up to date and compliant with sponsor guidelines). Responsible for assembling the entire proposal package in accordance with agency guidelines for a handoff to GCS for the final review and submission.
Works on Current and Pending used in proposals (uses government-required system (SciENcv).

Post-Award responsibilities:

Works closely with institutional offices (Procurement, Finance, Grants and Contracts, etc.) and the PI to ensure award compliance and deliverables.
Assists in monitoring award budget status and spending for awards; keeps track of possible issues with charges and alert responsible counterparts; reconciles sponsored project expenses against financial systems, track cost share expenses, and forecasts budget balances.
Facilitates set-up of subrecipient agreements: monitors execution, invoicing and compliance and reconciles accounts.

Other research administration:

Conducts administrative work (proposals, budgets, purchasing, tracking, financial transactions) using a number of electronic business systems.
May be assigned oversight of specific MCG labs, facilities, or cost centers.
May be assigned to assist with timecard corrections, non-salary transfers and project reconciliation.
May be assigned other tasks as needed.

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 applications (e.g. spreadsheets, databases, Adobe, etc.), ERA systems (Kuali, Streamlyne, InfoEd, etc.), ERP systems (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.

Special Requirements:

WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential and entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason. Evidence of full vaccination or request for an exemption process can be sent to our confidential email of careers@whoi.edu. All questions regarding the COVID-19 vaccination mandate must be emailed to careers@whoi.edu.

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.

Sea Duty:

n/a

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CEO of Woods Hole Oceanographic Institution

Mark R. Abbott

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By Woods Hole Oceanographic Institution

As far as Woods Hole Oceanographic Institution (WHOI) is concerned, the ocean is the true final frontier. A research and educational organization, WHOI studies marine life and ocean geography, and researches marine-related natural and artificial h...

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INDUSTRY

Research & Development

TEAM SIZE

501-1000

LOCATION

Hybrid, based in Woods Hole, MA

DATE POSTED

June 9, 2023