Woods Hole Oceanographic Institution is seeking a qualified Sr. Human Resources (HR) Assistant to join the Human Resources (HR) Department. This position provides critical administrative support for the Human Resources staff, and provides important customer service to employees and the WHOI Community at large. In many points of contact, this position is the first WHOI impression for inquiries from candidates and importantly for new employees joining the Institution. This position is the central hub of the team, working to support the various HR disciplines by performing a variety of administrative tasks. This is a regular, full-time nonexempt position and is eligible for full benefits.
The internal working title for this position could be Sr. Administrative Assistant I or Sr. Administrative Assistant II, and the final title will be determined commensurate with the candidates skills and experience.
Responsible for accurate, timely and complete record retention including filing, archiving/unarchiving, and supporting the teams transition from a paper-based to digitized filing system
Monitor, review, code and submit expenses to comply with Institution procedures and policies such as processing reimbursement and tracking of candidate interview and relocation expenses
Monitor, reconcile, and assist with aspects of departmental budgetary activity as assigned including processing purchase orders and associated invoices with Procurement
Help maintain a clean and productive workplace by planning, scheduling and coordinating logistics for meetings, events and HR-sponsored seminars; ordering food; booking, setting up and cleaning rooms; ordering equipment for team members; helping clean kitchen, run and empty dishwasher, submitting and tracking work orders for building maintenance, etc.
Assist with general administrative tasks in our HR building such as HR communications, mail distribution to the team, monitoring of department email account, and ordering of supplies
Fulfill verification of employment requests according to documented procedures
Deliver excellent customer service to the WHOI Community, and build strong relationships with HR staff, WHOI employees, and external customers to support HR objectives
Triage inquiries made to HR team, and handle requests as appropriate. Inquiries may come in the form of walk-ins, emails, US mail or the main office phone line.
Manage the front desk area and flow of activities in the building to ensure atmosphere is conducive to friendly and efficient operations
HR Functional Support
Responsible for planning and executing WHOIs Annual Employee Appreciation Celebration, i.e. solicitation of nominations, event planning, procurement of awards, etc.
Guide new employees through the onboarding process with effective communications and delivery of information, including introduction of Institution policies, coordinating activities and greeting/meeting with new hires on their first day to ensure they are set-up in all aspects as an employee
Perform error-free data entry and conduct associated quality control of data going into the HR system as assigned
Support administrative needs of the talent and benefit functions by posting jobs, making travel arrangements for candidates, supporting open enrollment activities, administration of certain aspects of benefit programs, and as assigned
Respond to requests (internal and external) for employment related documentation
Responsible for several key compliance programs, including but not limited to I-9 and E-verify programs
Meet critical compliance-driven deadlines such as urgent and important audit requests which includes pulling files, creating electronic copies and refiling paperwork
Keep abreast of federal and state record-keeping requirements, and maintain labor law posters
Handle and work with confidential information and material demonstrating a high degree of confidentiality and discretion
Perform general administration as needed that supports the mission of the HR team
Education & Experience
Associate's degree preferred
At least 3 years of administrative professional experience required
Strong customer service skills with a sincere enjoyment of interacting with people and having the ability to deal with difficult customers with diplomacy and tact
High attention of detail related to data entry, record retention and other administrative facets of the job
High level of proficiency with technology and systems including but not limited to MS Office products, Adobe, Google docs, etc. Previous experience with HR or other information systems is desired
Strong organizational skills with the ability to juggle many tasks simultaneously without anything slipping through the cracks
WHOI is a federal contractor required to comply with Executive Order 14042. As such, WHOI has enacted a Mandated COVID19 vaccination policy effective December 8, 2021 where you must register your vaccination status in order to begin your employment. The registration process entails confidentially submitting a vaccination card and/or your vaccination statusor requesting to engage in the interactive exemption process for either a medical or religious reason.
This position is mostly sedentary in nature and involves some repetitive motion such as with data entry. There is also the occassional need for retrieving and replacing employee personnel files that requires some bending, stooping, pushing and pulling. This position will work alone as well as around and with others.
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!