Senior Administrative Assistant II - Academic Programs Office

Job Summary Reporting to the Senior Manager, Academic Programs, the Senior Administrative Assistant II provides high-level administrative and technical support to the Vice President for Academic Programs and Dean (VPAPO/Dean) and the Academic Programs Office. This in-office position manages complex, confidential, and time-sensitive work across a broad portfolio of academic programs and institutional activities. The role requires exceptional organization, discretion, judgment, initiative, follow-through, and the ability to work independently while coordinating effectively with senior leaders, faculty, students, staff, and external partners. Job Description ESSENTIAL FUNCTIONS AND DUTIES Executive and Office Support Manage and maintain the calendar of the VPAPO/Dean, ensuring preparation for meetings, activities, events, and other commitments; coordinate conferences, travel, meetings, room arrangements, agendas, briefing materials, and follow-up actions.  Monitor and triage internal and external communications, assess urgency and importance, prioritize requests, draft correspondence, facilitate timely responses, and track follow-up items through completion.  Serve as a professional liaison among the VPAPO/Dean, Academic Programs staff, faculty, students, senior administrators, community representatives, and external constituents.  Academic Programs Administration  Provide administrative support for WHOI Academic Programs, including the MIT/WHOI Joint Program, Summer Student Fellowship, postdoctoral programs, undergraduate programs, and related academic initiatives.  Create and maintain paper and electronic files; enter and maintain database records; prepare appointment and other official letters; moderate listservs; coordinate memberships and payments; process personnel actions in Workday; and maintain accurate program documentation.  Coordinate program events, meetings, orientations, presentations, and other activities, including logistics, communications, materials, attendance, and post-event follow-up.  Collect, enter, organize, and maintain key performance indicator (KPI) data and other program information; assist with the preparation of reports, dashboards, presentations, and summaries for internal and external audiences.  Written Materials, Recognition, and External Engagement  Assemble, prepare, edit, format, and distribute reports, memoranda, correspondence, announcements, presentations, proposals, and other technical, financial, or confidential materials.  Assist the Dean with donor thank-you notes and letters, proposal and report text, and other communications that support academic and institutional priorities.  Coordinate local science fair engagement and award payments.  Office Systems, Procurement, and Financial Administration  Develop, implement, and continuously improve office procedures and systems, including electronic filing, records retention, archival organization, shared resources, and office…