Marine Operations Administrator
to the Associate Director for Marine Operations, 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 the Groups in Marine
or assists in preparing proposals, budgets, quotes, charges,
invoices and other documents relating to Marine Operations Group
activities. Oversees all of the above.
oversight, projections and estimates to the supervisor and group
managers in Marine Operations. Works with Group Managers
in Marine Operations to determine vessel usage, funding levels
and projections for income and expenses.
closely with users of WHOI ships and Shipboard Scientific Services
to provide information on costs and cash flow of services for
anticipated needs. In cooperation with the Controller's
Office, provides oversight for new accounts, invoice information
and works to improve and facilitate billing procedures for scientific
users of Marine Operations services.
progress reports, final grant or contract reports, charter vessel
usage reports and other documents of similar nature, or oversees
with personnel from government agencies and other funding sources
to facilitate information and timely funding document flow.
preparation and disposition of diplomatic clearances for WHOI
a point-of-contact for marine insurance underwriters, provides
timely information on ship usage and other information as required.
Assists with questions involving marine insurance by science
users and Institution staff.
in formulating policies and procedures with Marine Operations
Group managers. Also serves as a point-of-contact and
facilitator for Marine Operations Groups and the Controller's
Office, Grant and Contract Services, auditors and other Institution
and writes charter agreements, cooperative agreements and requests
for quotes, in cooperation with Procurement and Grant and Contract
Services for services required by, or rendered by, Marine Operations.
and backs-up the Marine Operations Coordinator in dealing with
science users of WHOI vessels. May assist in locating
appropriate non-WHOI vessels for use by WHOI users. Assists
with financial questions related to ship schedules.
assistance to group managers and staff and performs other duties
Desired Education/Experience for Hiring
degree in an administrative or technical area related to the work
of the group, with 3 to 5 years experience, or an Associates degree
with 5 to 8 years experience. Strong accounting/bookkeeping experience
necessary, with a working knowledge of the federal funding agencies
(NSF, ONR, NOAA, etc.) and the UNOLS Office. Demonstrates
excellent supervisory and interpersonal skills; ability to delegate
duties, to work efficiently and effectively. Possesses written
and organizational skills, with a strong knowledge in Marine-Operation-related
matters. Must have computer technical expertise in working
with software packages (Word, Excel, Access, Lotus Notes) and in
Last updated: June 19, 2013