Marine Personnel Coordinator
||Marine Personnel Coordinator
Reports to the Director of Ship Operations. Responsible for all crew staffing for the Institution's research vessels and for enforcing relevant employment and Human Resources policies and procedures effecting marine personnel. Liaison and major point of contact with masters, crew, Payroll and Human Resources. Plans and prepares long-range and short-range crew schedules.
- Anticipates and plans crew staffing needs (rotation reliefs, replacements, etc.) by maintaining a close liaison with ships' masters, crew members and the Port Office. Maintains accurate vacation/rotation schedules. Ensures proper files are maintained on qualified candidates for relief positions to facilitate timely response to staffing needs, both unexpected and planned. Maintains contact and liaison with sister institutions in the research community as well as other marine operators and schools.
- Hires qualified crewmembers and maintains files on each. Coordinates the entire hiring process for new and rehired marine crewmembers including: authorization forms, physical examinations and drug tests, orientation and transportation to ship. Ensures Payroll and Human Resource receive accurate and timely information on a biweekly basis.
- Ability to respond quickly to various operational crises. Items may include, but are not limited to, illness, injury, failure of a crewmember to meet an obligation, failed drug tests, all of which are out of the control of the position but must be responded to in a timely and efficient manner.
- Responsible for the Institution's random drug testing program. Ensures compliance with United States Coast Guard (USCG). Submits annual report to USCG. Coordinates the actions required by the USCG as well as US Customs Service to ensure that WHOI ships are considered "Drug Free".
- Works with Marine Operations Coordinator to facilitate scheduling of crew and logistics.
- Collects and prompts responsible supervisors for performance reviews on all shipboard (crew) personnel.
- Responsible for publishing and maintaining all revisions to the Marine Personnel Policies, Practices and Procedures Manual to ensure compliance with International Safety Management (ISM) Code. Monitors marine personnel processes in conjunction with all Institution policies and procedures, federal, state as well as appropriate USCG regulations to ensure all are followed.
- Serves as the primary contact person ashore for marine crewmembers, management and family. Assist with interpretation of the Institution's policies and procedures as well as facilitating communication between crewmembers and families when emergencies occur. Work closely with the Human Resources Office to coordinate application of Institution benefit programs for marine crewmembers; processes and track expenses and insures compliance with plan designs.
- Provides input for the annual budget process. This includes compensation surveys, travel expenses, salaries & benefits, safety and training. Tracks budget vs. actual for ship operation costs throughout the year and advises the Director of Ship Operations of significant deviations.
- Coordinates shipboard safety program. Prepares quarterly accident/injury reports to University-National Oceanographic Laboratory System (UNOLS). Coordinates marine crew training programs and budget. Monitors crew training to ensure compliance with Standards of Training Certification and Watch keeping for Seafarers (STCW) and International Safety Management Standards. Provides advice relative to training needs of crewmembers.
- Advises Director of Ship Operations on all aspects of crew performance, regulations and policies.
- Performs such other duties as assigned.
Desired Education/Experience for Hiring
degree with 3 to 5 years of employment/human resources and/or administrative
experience or Associates degree with 5 to 8 years of related experience
or equivalent combination of education/experience. Requires broad
understanding of marine personnel issues and regulations affecting
marine employment and/or experience in general recruiting. Computer
experience (database, spreadsheet, word processing). Requires excellent
organizational and communication skills. This job requires occasional
evening and weekend work to include monitoring email and telephones.
Last updated: February 25, 2013