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Job Summary Reporting to the Vice President of Marine Facilities and Operations, this position has direct responsibility for oversight, coordination, and preparation of funding documents; establishing budgets; monitoring expenses; and performing other fiscal matters and related administrative duties for Marine Operations, Ship Operations, the Shipboard Scientific Services Group (SSSG), other smaller cost centers and special projects. Provides support to the persons responsible for the financial management of the National Deep Submergence Facility (NDSF) and the Martha's Vineyard Coastal Observatory (MVCO). Requires a broad range of financial, administrative and communications skills and the exercise of considerable judgment and initiative. Key member of the Marine Operations leadership team.
Job Description
Essential Functions & Duties
Manage and track approximately $50M annual funding and spend Effectively lead a team of three (two admins and one analyst), including day-to-day operations and workflows, people and performance management, and goal/expectation setting In collaboration with the WHOI Finance & Accounting Office, prepare annual operating budgets and quarterly forecasts Provide analytical, forecasting, monitoring, reporting and project support to senior management Provide monthly reports, including key metrics, financial results, and budget to actual reporting Prepare or assist in preparing proposals, budgets, forecasts, quotes,invoices, and other documents related to Marine Operations activities. Has oversight for these activities when performed by others Interprets and applies Institution policies and procedures, formulates and implements department procedures, working closely with various departments to assure compliance with Federal, State, Sponsor and WHOI policies Interacts with sponsors, including government agencies and other funding sources, to facilitate information and timely funding document flow Negotiates key financial parameters with sponsors including vessel day rates, the application of overhead rates for cost reimbursable agreements and prices for lump sum agreements Provides projections and estimates to group managers within Marine Operations. Works with Director of Ship Operations, Port Captain, Marine Operations Coordinator, NDSF and their representatives to determine vessel and vehicle usage, funding levels and projections for income and expenses Works with users of WHOI operated ships and SSSG to provide information on cost and cash flow of services for anticipated needs Provides oversight for new accounts, invoice information and facilitate billing procedures for various users Works both collaboratively and independently to troubleshoot potential financial and budgetary variances before they become major issues and provide quick solutions to such situations that may arise Writes and/or oversees preparation of timely deliverables that include progress reports, final grant or contract reports, charter vessel usage reports and documents of similar nature Prepares and submits proposals and reports within various internal and external portals such as WHOI Grants, Fastlane, Research.gov, and others Acts as the Department's primary liaison with Finance & Accounting, Legal Affairs, Grant and Contract Services on day-to-day Marine Operations financial transactions, charter agreements, cooperative and other agreements Serve as the financial lead for special projects Provide timely allocations for ships, enters details in accounting system and assists with financial questions related to ship schedules Supervise, evaluate, train and mentor direct reports Work closely with the Vice President of Marine Facilities and Operations on strategies for continuous improvement of financial and administrative functions
Required Experience & Education
Bachelor's degree in Accounting, Finance or related field 7+ years financial work experience Familiarity with Federal Uniform Guidance and FAR Regulations Experience as final reviewer responsible for quality and content of financial data. Strong computer technical expertise with advanced skills in Excel, Power Point and Word required Experience with various online portals for the submission of proposals and reports desired High degree of financial acumen, analytic ability, and aptitude to exercise considerable judgment and initiative Ability to effectively collaborate with and translate financial concepts to programmatic and fundraising colleagues who do not necessarily have finance backgrounds Demonstrated interpersonal skills and relationship building Proven track record of sound decision-making using analytical, organizational and problem-solving skills Ability to work independently and collaboratively, efficiently and effectively delegating duties Preferred Experience & Education
Master's degree in Accounting, Finance or related field Supervisory experience (this role will manage 3 direct reports) Understanding of marine operations desired Experience with Workday Additional Job Requirements
Affirmative Action/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.
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Woods Hole Oceanographic Institution
Jan 29, 2025