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NOSAMS Administrator/Center Administrator (Part-time)

Woods Hole Oceanographic Institution
United States, Massachusetts, Woods Hole
Nov 06, 2025
Job Summary The National Ocean Sciences Accelerator Mass Spectrometry (NOSAMS) facility at WHOI is seeking a detail-oriented and customer-focused Administrator to support our well-established center. This position plays a key role in both financial management and client services, ensuring smooth operations and positive relationships with our scientific user community. We are currently seeking a 0.5- or 0.75-time internal candidate, with the possibility of transitioning into a full-time role with broader responsibilities in the future. Job Description Essential functions & duties: Monitor NOSAMS operation budget, including ongoing cost and income projections. Work with the director to prepare and generate quarterly and annual financial and sample statistics reports. Serve as one of the first points of contact for external clients, responding to inquiries on fees, invoicing, and turnaround times with clear, consistent, and professional communication, while building and maintaining positive relationships Manage sample submission intake, including financial review and acknowledgment of received samples Establish accounts, purchase orders, and contracts for external clients, ensuring all documentation is accurate and complete Provide administrative support for NOSAMS staff and operations, including coordinating the annual advisory board meeting and managing periodic website and newsletter updates Prepare and issue invoices, track payments and follow up on outstanding balances. Maintain organized records of client communications, account setups, and financial transactions. Use WHOI internal systems to monitor budgets, approve Unanet expense reports, and purchase requisition approvals. Perform other duties as assigned Required education & experience Bachelor's degree, or Associate's degree plus equivalent experience Demonstrated experience with budget tracking and financial reporting Excellent written and verbal communication skills, with a proven ability to provide professional and responsive client service Strong organizational skills, attention to detail, and ability to manage multiple priorities with minimal supervision Experience maintaining accurate records and working with confidential or sensitive information Additional Job Requirements Salary Range: Center Administrator I - $79,500 - $103,100 The salary range provided for this position reflects the expected minimum and maximum base pay for new hires. Actual level placement and compensation will be determined based on factors such as relevant skills, experience, and qualifications, as well as internal equity and market conditions. In addition to base salary, eligible employees also receive a comprehensive benefits package. WHOI accepts applications on a rolling basis - applications will be reviewed as they are received, and we encourage you to submit your application as soon as possible to ensure full consideration. While we will continue to review applications until the position is filled, and early applicants may have an advantage in the selection process. EEO Statement Woods Hole Oceanographic Institution (WHOI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.