Facilities Administrative Assistant

Marine Biological Laboratory - Falmouth, MA

Full-time

Falmouth, MA

Educational Services

About the position

The Facilities Administrative Assistant at the Marine Biological Laboratory provides high-level administrative support to the Director of Facilities and other managers within the department. This role involves managing confidential and time-sensitive materials, overseeing databases, and ensuring accurate financial documentation. The assistant will also coordinate meetings, manage calendars, and support various administrative functions to enhance departmental operations.

Responsibilities

• Develop documents analyzing key metrics within the department.
• Identify discrepancies and resolve financial or utilization questions/issues.
• Oversee databases and maintain paper/electronic files, including records and bills.
• Create and update graphs for analysis of department operations and expenses.
• Cross-reference utility billing to verify solar credits are received appropriately.
• Process and track purchase orders and invoice payments.
• Work with the Director and other managers to summarize and analyze revenue and expenses.
• Investigate discrepancies and present conclusions to the Director.
• Provide administrative support for the insurance program.
• Track and document vehicle registrations and diving information for annual renewals.
• Manage the calendar of appointments and meeting room bookings.
• Compose and prepare correspondence and schedule video conferences.
• Coordinate meetings and record minutes for select committees.
• Partner with IT for technical troubleshooting for virtual meetings.
• Coordinate with Human Resources for employee support and record maintenance.
• Organize preparations for storms and support emergency operations.

Requirements

• Outstanding office skills including computer systems and database management.
• Highly skilled in Microsoft Excel, PowerPoint, and Word.
• Excellent organizational skills with attention to detail.
• Ability to work independently and confidentially.
• Strong problem-solving skills and resourcefulness.
• Excellent communication skills, especially in customer service.
• Strong knowledge of budget and accounting procedures.

Nice-to-haves

• College degree in business administration, communications, or related field preferred.