Location: Woods Hole, MA
Cap-Exempt H-1B Position — No lottery required
**Job Summary** **Job Description** Woods Hole Oceanographic Institution (WHOI) is currently searching for an ***Administrative Associate II*** to join the *Department of Marine Chemistry and Geochemistry* . This is a regular, part-time, non-exempt position, and is eligible for full benefits. The Administrative Associate for the Ocean Carbon & Biogeochemistry (OCB) Project Office is the lead logistics coordinator for in-person OCB activities. They oversee administrative actions for the office, including monitoring OCB budget and expenditures, paying vendor invoices and travel reimbursements, and shepherding associated paperwork and processes through WHOI. **Essential Functions and Responsibilities** **Venue:** Conduct venue research and budget negotiations; review and route venue and hotel contracts; reserve meeting rooms and coordinate appropriate room setup; research and reserve catering and associated equipment (tent, tables, chairs, linens, etc.); arrange A/V support, equipment (microphones, WiFi, projector systems, etc.), and electrical needs (power strips, extension cords, etc.); research and coordinate ground transportation as needed; help prepare and ship meeting materials (nametags, office materials, etc.) to offsite venues; pay meeting vendor invoices; track activity budgets; assist with setup, breakdown, and assisting participants for WHOI-based OCB activities. **Participant support:** Serve as point of contact on WHOI/OCB travel policies and reimbursement; provide guidance for participants of OCB activities on arranging travel (e.g., compliance with Fly America Act); coordinate hotel reservations and rooming lists as needed; process travel expense vouchers for OCB travelers; collect foreign visitor information per WHOI requirements; send letters of invitation and certificates of participation when requested. **Communication:** Collaborate with meeting organizing team and other off-site administrative staff on meeting arrangements; assist with participant