Environmental Health & Safety Systems Assistant chez Whoi

Job Summary

At Woods Hole Oceanographic Institution (WHOI), the Environmental Health & Safety (EH&S) Office plays a vital role in maintaining a safe and sustainable research environment. The EH&S Office Administrator reports to the Director of Environmental Health & Safety and provides essential administrative support for the department’s daily operations. Serving as the primary point of contact for EH&S inquiries, this position coordinates communication within the office and directs questions to appropriate staff. Key areas of responsibility include managing the department’s budget processes and overseeing the EH&S training management system to ensure smooth, efficient operations.

This is a half-time, benefits eligible role.

Job Description

Essential Duties and Functions:

• Supports oversight of EH&S trainings listed in WHOI’s Online Training Management System, including compiling and distributing training reports, updating user profiles, and maintaining accurate training records. May occasionally deliver General Safety Awareness training sessions for staff and visitors.

• Assists with the documentation and recordkeeping of accidents, incident reports, and related safety documentation.

• Contributes to the oversight of the EH&S operating budget, including forecasting, planning, and monthly status reporting. Manages purchasing and reimbursement processes for safety equipment, and prepares and submits purchase and change orders.

• Assists in scheduling in-person trainings, meetings, and emergency drills involving EH&S Office staff.

• Serves as a first point of contact for general safety inquiries received via phone or email, ensuring questions are directed to the appropriate EH&S personnel for follow-up.

• Performs other related duties as assigned by the supervisor to support the overall mission and operations of the EH&S Office.

Required Education and Experience:

• HS Diploma or GED

• 1+ year experience in office operations/support

• 1+ year experience with budget oversight; including forecasting, planning and reporting

• Ability to work collaboratively, and autonomously with limited supervision

• Effective interpersonal, communication, and organizational skills

• Proficiency in MS Office Suite, with intermediate Excel

• Experience with online training platforms and learning management systems (LMS)

Preferred Education and Experience:

• Bachelor's degree in Business, Marketing or related field

• Experience working in a research, academic or non-profit environment

• Proficiency with Workday LMS

Additional Job Requirements

Occassional travel may be required.

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.

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