Administrative Associate II
Collaboration: Effectively working with
and providing service to internal and external constituents; shares
information and solicits input; forges consensus to reach goals;
generates trust and confidence.
The ability to effectively interact with others, to
develop factual and logical presentation of one’s ideas and opinions,
and to display effective listening skills. Recognizes and effectively
responds to verbal and non-verbal cues. Generates trust and establishes
rapport. Communicates clearly in written and oral forms. Is adaptive to
- Group Problem
Is responsible for fostering
a positive problem-solving environment.
Results with Others:
Is accountable for successful
group process and achieving desired results.
- Gaining Organizational
Acts as ambassador in
presenting ideas to the appropriate audience.
and Leading: The practice of providing a strong sense of
purpose and mission for the work. Develops a structure and work process
that promotes high levels of success. Guides and coaches others to
learn to think through alternatives; serving as an example to others by
setting high expectations. Develops and mentors others.
- Verbal and
Makes formal presentations,
both verbal and written, to inform and educate.
listening on a consistent basis; creates an environment that
encourages open communication.
Promotes civility within
and outside of work group; fosters environment for collaborative
problem solving; demonstrates a high degree of confidentiality
Develops and may conduct
training for one’s own area of expertise.
Thinking and Problem Solving: The identification and
resolution of problems through research, analysis and testing
alternative approaches and solutions. The use of innovative and
creative actions and ideas to improve processes and services. Ability
to break down projects and issues into manageable parts.
- Managing, Mentoring,
Encourages others to
develop processes for accomplishing goals; may define plans
and review results.
and Goal Setting:
Assists with establishing
long-term goals for the group.
Motivates others towards
completion of tasks and assignments.
Knowledge, Skills and
Expertise: Required knowledge and skills acquired from
educations, experience, and specialized training; depth and breadth of
knowledge and skills; understanding of organization structure as well
as competitive environment; demonstrates practical applications and
good judgment. Level of professional and technical certification
Problems and Implementing Solutions:
Works cross functionally
to solve problems and implement changes.
and Continuous Improvement:
changes to continually improve operations both within the group
as well as Institution-wide.
Accountability: The degree to which one is responsible
for one’s own work, the work of others, and/or delivering services to
the WHOI community. The impact of a position’s end results on the local
unit or organization as a whole and those it serves. Degree of autonomy
in decision making required for success. Level of review generally
given to work plans and products. Scope of work, unit or organization.
and Developing Knowledge, Skills and Expertise:
Integrates new concepts,
technologies and practices and aligns with future needs.
- Depth and
Breadth of Knowledge:
Has technical or professional
credentials or equivalent combined with in-depth progressive
- Scope and
Impact of Position:
Actions and decisions
may have a significant impact on performance of the work group,
other groups and/or Institution.
- Level of
Independently makes decisions
that may effect own group and is held accountable for the results.
Anticipates and prepares
for extraordinary circumstances; leads larger initiatives.
note: These details are intended to indicate the kinds of
tasks and levels of work difficulty that will be required
of positions that will be given this title and shall not
be construed as declaring what the specific duties and responsibilities
of any particular position shall be. The use of a
particular expression or illustration describing duties
shall not be held to exclude other duties not mentioned
that are of similar kind or level of difficulty.
- Is capable
of performing most or all of the tasks of an Administrative
- Verifies fund
availability in projects listed on timecards.
- Handles or
refers complex or difficult incoming traffic.
- Compiles complex
appointment and promotion files.
- Acts as a
resource for junior staff regarding word processing
issues. Types and formats documents. Demonstrated
expert word processing skills (i.e., expert level MOUS
- Uses software
pertinent to position at an expert level; certification
and coordinates large on-site or off-site conferences.
Arranges group travel arrangements.
- Assists scientist
or manager with purchase of major equipment.
- Assists with
capital renovation requests and budget.
- Selects and
purchases appropriate office equipment for unit.
- Gathers and
assembles materials for grant, contract, and/or operating/capital
responsible person of budget needs and requirements.
- Uses multiple
complex tools to design system for data synthesis, manipulate
data and/or generate reports.
- Edits complex
material (is qualified to change content).
- Formally recommends
changes to policies and procedures.
- Assists department
head in presenting material to senior management or
- Prepares training
and syllabus material for complex courses.
- Conducts performance
appraisals of staff, recommends salary adjustments,
has authority to sign time cards.
- Oversees the
administration of a unit, facility, or an interdisciplinary
Last updated: February 25, 2013