Woods Hole Oceanographic Institution is currently searching for an Administrative Associate I for the VP for Advancement, Chief Marketing Officer, and Chief Development Officer to join the Development Department. This is a regular, full-time, exempt position, and is eligible for benefits.
This position supports the Vice President for Advancement and Chief Marketing Officer as well as the Chief Development Officer, contributing significantly to the effective operation of these offices by anticipating, prioritizing and initiating projects in support of the fund raising goals and objectives.
Assures the smooth running of the Vice President for Advancement, Chief Marketing Officer, and Chief Development Officer. Chief Development Officer's offices by serving as a source of information, and by acting as liaison with Institution programs and scientific staff and/or external organizations on the departments activities and projects.
Has strong sense of logistics and gives attention to organizational details.
Demonstrates ability to work as a team player.
Must be articulate and have a proven ability to exercise discretion, good judgment, and take initiative. Interacts well with members, donors and Development staff.
Writes, edits and proofs proposals, proposal budgets, institutional financial information, reports, project financial statements, letters, briefing materials, and other documents requiring familiarity with the Development office activities and the specific requirements dictated by the grant maker. Prepares periodic grant /contract/administrative reports and interfaces with Institution offices and external agencies on behalf of those activities. Coordinates the input of various WHOI departments and is adept at using multiple software applications and file formats. Demonstrates proficiency in Microsoft Word, Excel, WHOI Grants and Proposal Log, Raiser's Edge, Adobe software and database logic.
Responsible for maintaining original documents and correspondence and electronic files on behalf of the Chief Development Officer and Vice President for Advancement and their areas of responsibility.
Tracks financial status of Vice President for Advancement, Chief Marketing Officer, and Chief Development Officer activities and is responsible for maintaining an accurate calendar for all proposal and (narrative and financial) reporting deadlines.
Assists in the identification, cultivation and stewardship of donors by researching and gathering information using a variety of references and resources.
Responsible for maintenance of Chief Development Officer and Vice President for Advancement's prospect records using the Raiser's Edge database, updating prospect records from trip reports, correspondence, publications and web pages. Maintain tickler/action list and proposal and reporting deadlines. Generates queries and reports as needed.
Maintains Vice President for Advancement and the Chief Development Officer's calendars. Answers phones, screen calls and refers to appropriate person or office. Organizes their travel arrangements and appointments. May arrange for and coordinate use of facilities and advise on availability of services within and outside the Institution for large gatherings, meetings, Conferences. May prepare agenda materials and record minutes as well as assist with arrangements for site visits/meetings.
Provides administrative support for the Development Committee as required.
Oversees maintenance of Vice President for Advancement, Chief Marketing Officer, and Chief Development Officer's office files.
Periodically conducts prospect research by utilizing reference sources and internal/external contacts to identify and profile potential prospects and donors of WHOI. Responsible for collecting and analyzing information to identify new major gift potential or to further qualify known major gift donors with the goal to advance major gift fund-raising. Assists with development of solicitation strategies. Responsible for updating database records with profile information.
Develops working knowledge of fundraising objectives and strategies. Reflects this in relationships and interactions.
Takes notes, updates, and distributes regularly scheduled and periodic meeting agendas and their associated action item minutes, including regular staff meetings and Development Directors meetings.
Drafts correspondence, reports and memos.
Responsible for production and distribution of action ticklers, events and travel calendars, solicitations/tracking reports and other reports as required.
Responsible for processing all travel expense vouchers and requests for payments for the Vice President for Advancement, Chief Marketing Officer, and Chief Development Officer.
Schedules meetings, takes notes and tracks follow-up as needed.
Working with the Director of Advancement Services, assists with the Vice President for Advancement and Chief Development Officer's budget including creation and monitoring of spending.
Assists with events, which may include occasional travel.
On behalf of the Department, orders supplies, maintains paper files of RFPs and Travel Vouchers, and updates Development Intranet.
As deemed necessary by supervisor
DESIRED EDUCATION & EXPERIENCE:
Bachelor's degree preferred
5-7 years of senior administrative support
Has project management skills, is current and proficient in new trends, concepts, technologies, and best practices within the Development discipline.
Finalist will be required to take a proofreading test
Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently; carry 0-10 lbs. Visual abilities to include near, far, and ability to distinguish basic colors. Other physical tasks include mostly sedentary with occasional prolonged standing/walking; use of hands for basic /fine grasping and manipulation, repetitive motion, reaching above and below the shoulders, bending, and stooping. Other occupational requirements include talking, traveling, working around others, independently, and with others. Physical duties are subject to change.
WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.
WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email firstname.lastname@example.org for assistance.
Additional Salary Information: £0 per year
Internal Number: 3127533
About Woods Hole Oceanographic Institution
Woods Hole Oceanographic Institution (WHOI) is the world's leading, non-profit organization dedicated to ocean science and engineering, exploration and education. Come join a diverse organization whose curiosity, creativity, and commitment help improve the world's understanding of the ocean's importance to the plant and to society. Experience a culture of excellence, dedication, innovation and discovery.
Please visit https://careers.whoi.edu for a listing of all of our openings and apply today!