Essential functions & duties:  

• Monitor NOSAMS operation budget, including ongoing cost and income projections. Work with the director to prepare and generate quarterly and annual financial and sample statistics reports.  

• Serve as one of the first points of contact for external clients, responding to inquiries on fees, invoicing, and turnaround times with clear, consistent, and professional communication, while building and maintaining positive relationships 

• Manage sample submission intake, including financial review and acknowledgment of received samples  

• Establish accounts, purchase orders, and contracts for external clients, ensuring all documentation is accurate and complete  

• Provide administrative support for NOSAMS staff and operations, including coordinating the annual advisory board meeting and managing periodic website and newsletter updates 

• Prepare and issue invoices, track payments and follow up on outstanding balances. 

• Maintain organized records of client communications, account setups, and financial transactions. 

• Use WHOI internal systems to monitor budgets, approve Unanet expense reports, and purchase requisition approvals. 

• Perform other duties as assigned 

Required education & experience 

• Bachelor’s degree, or Associate’s degree plus equivalent experience 

• Demonstrated experience with budget tracking and financial reporting 

• Excellent written and verbal communication skills, with a proven ability to provide professional and responsive client service 

• Strong organizational skills, attention to detail, and ability to manage multiple priorities with minimal supervision 

• Experience maintaining accurate records and working with confidential or sensitive information