Permafrost Pathways Operations/Administrative Manager
Woodwell Climate Research Center
Falmouth, MA, United States
2 days ago
Woodwell Climate Research Center (Woodwell) conducts science for solutions at the nexus of climate, people, and nature. We partner with leaders and communities for just meaningful impact to address the climate crisis.
The Permafrost Pathways (PP) Operations/Administrative Manager (Ops Manager) is responsible for supporting the PP project, specifically the administrative and operational support for the project. Reporting to the Senior Project Manager, the PP Operations Manager will work closely across the center to ensure day to day administrative and operational support for the Permafrost Pathways project.
Partnering closely with Center wide support teams:
Finance: The Ops Manager will support all financial paperwork and will update institutional documents serving as the liaison with Finance staff. More specifically:
- Upload budgets (budgets and subaward budgets may be revised, per award), run project reports, review project expenses by project code and/or task and work closely with the Senior Project Manager to ensure financial accuracy.
- Assist with Accounts Payable/PO requests for the PP invoicing needs. (i.e., packing slips to AP, review PO/Check requests/ Per diem requests for accuracy).
- Assist with consultant and subaward payment requests.
- Liaise with PP Senior Project Manager and Finance on quarterly subaward reconciliations and for annual audit.
- Assist Permafrost Pathways staff with credit card applications upon hire, as well as help with any questions regarding receipts and the JP Morgan payment site.
- Assist PP new and current staff with any issues related to Woodwell’s corporate travel agency. (Travel agency to be named in Fall 2022).
- Create an overview of Woodwell transaction forms and a “how to process” document (i.e., purchase orders). Assist with questions/training as needed.
People & Culture: The Ops Manager will be the liaison to People and Culture and will work closely with the P&C team on all priorities related to recruitment, hiring, on-boarding, extensions, compensation, etc. More specifically:
- Assist Scientists and Senior Project Manager with hiring requests.
- Assist with Velocity Global PEO firm and review staff contracts and requests.
Development/Sponsored Research: The PP Ops Manager will work closely with the Development and Sponsored Research teams and will have the most up to date information related to donors and funding, will support the drafting and submission of donor reports, process contracts/subs/amendments. More specifically:
- Assist with consulting and subaward contracts/amendments.
- Track web donations via “donate now” with Development and report amounts to PP Project manager.
- Work with Foundations team on donor reporting needs.
- Maintain SRO electronic folders by ensuring SRO has all required documents.
- Ensure documents are in appropriate departments as needed.
Facilities: The PP Ops Manager will assist with necessary Facilities administrative documents as required and work with the PP equipment tech to ensure we are complying with equipment notices/space. In addition, she/he/they will:
- Assist with visitor and event forms, as needed.
- Update PP equipment/location list after review with PP Senior Project Manager.
- Work with Senior PP Manager and project leads to ensure facilities needs are being met, including space needs and shipping and receiving.
Operations: Support the quarterly and annual review of Woodwell corporate insurance as it relates to PP equipment.
Information Technology: Work closely with the IT team and follow up on IT related issues.
Provide support to PP Communications and External Affairs representatives as needed.
Required Qualifications and Experience:
- Bachelor’s Degree
- Must be able to function independently, prioritize tasks, and take initiative. Ability to juggle multiple demands is needed.
- Experience working in a scientific organization and/or non-profit organization is a plus.
- Ability to gather information, know when to ask questions, request approvals, and provide recommendations to PP Senior Project Manager in a timely and professional manner desired.
- Ability to perform multiple tasks collaboratively throughout the Center
- Experience with SAGE software preferred
- Knowledge of financial grant reporting required.
- Experience with full cycle recruiting, unconscious bias hiring practices is preferred.
Applications reviewed upon receipt.
Desired Start Date: ASAP
Classification and Compensation: This is a full-time, salaried, exempt position, the annual salary range is dependent on qualifications/experience. Woodwell offers a generous benefits package and work life balance.
Location: Falmouth, Massachusetts
Application Instructions: To apply, please send your cover letter addressing your experience and qualifications in relation to the responsibilities of this position, curriculum vitae, and contact information for three references as a single PDF to our career’s portal. Incomplete applications will not be reviewed. Please type PPAM on all correspondence.
Please visit Woodwell's website to learn more about Woodwell’s work.
Located on a 10-acre campus near the village of Woods Hole, the Woodwell Climate Research Center (Woodwell) is a private, non-profit research center. Woodwell is a leading source of climate science that drives the urgent action needed to solve climate change. Woodwell has 100+ staff members and is excited to welcome new employees to this work.
Woodwell is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, mental, or physical disability, age, sexual orientation, gender identity, national origin, familial status, veteran status, or genetic information. Woodwell is committed to providing access, equal opportunity, and reasonable accommodation for all individuals in employment practices, services, programs, and activities.
Diversity, Equity and Inclusion at Woodwell
WE NEED ALL VOICES IN THE FIGHT AGAINST CLIMATE CHANGE
Climate change is the greatest challenge of our lifetimes. Woodwell Climate Research Center (Woodwell) understands that the climate crisis—from causes to consequences—is inextricably linked with persistent social injustice. Effectively addressing either requires addressing both. The climate crisis demands that we bring to bear all of the knowledge, expertise, innovation, and creativity that we can collectively muster, and those who have been marginalized and disproportionately impacted must be heard.
The work Woodwell does—the questions we ask, the ways we seek answers, and the strategies we put forward—is stronger when shaped by a diversity of knowledge, perspectives, and experiences. We strive to welcome, respect, and amplify differing voices. We value individuals as they are, with all their differences in race, age, ethnicity, gender identity, sexual orientation, religious beliefs, language, and mental and physical abilities.
Woodwell acknowledges that our organization, and the scientific community more broadly, have a long way to go in living up to these ideals. We approach the work of improving our organization with the same ambition and commitment to systemic change that we bring to addressing climate change.
We will inevitably make mistakes, but we will continue to listen, learn, and do this critical work. We understand that this work requires an ongoing commitment from each and every one of us. We are actively engaged in building and sustaining an equitable and inclusive culture within our organization, and in fostering greater diversity in climate science.