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Executive Assistant to the Vice President of Marine Operations |
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| Position: |
Executive Assistant to the Vice President of Marine Operations |
| Date: |
7/01 |
| Job Code: |
2524 |
| EEO Code |
102 |
Job Summary
Reporting
the Vice President for Marine Operations, has direct responsibility
for carrying out administrative and technical duties of the office.
This is a highly visible position, which requires a broad range
of skill (technical, computer, writing, interpersonal) and the exercising
of considerable judgment, initiative, discretion and independence.
Represents the Vice President and other Marine Operation Administrators
in their absence.
Major Duties
- Responsible
for the day-to-day administration of the Office of the Vice
President of Marine Operations.
- On behalf
or in the absence of the Vice President of Marine Operations,
serves as liaison with Trustees/Corporation Members, Federal
Agencies, other agencies or corporation, and internal or external
committees
- Prepares,
monitors and maintains financial/budget records for the Vice
President of Marine Operations and assists in budget preparation
and forecasts.
- Assists
the Vice President of Marine Operations with long-range strategic
planning for Institution's marine infrastructure planning and
UNOLS academic fleet.
- Prepares
multimedia presentations for Trustees, UNOLS committees, internal
and external committees, Federal Agencies, Washington contacts
and other visitors.
- Assists
with proposal preparation, coordinates proposal structure and
produces necessary documentation; tracks elements needed and
prepares for completion and submission of ship-related proposals
to the federal agencies.
- Maintains
record-keeping and billing database of cruise expenses, agent
bills and phone charges. Works closely with Port Office, ships'
personnel, and scientists to ensure expenses are allocated appropriately.
- Prepares/updates
ship manuals. Provides pertinent material and support, as requested,
by the Port Office and Alvin Group.
- Gathers,
assembles and analyzes information and data from a wide variety
of sources in conjunction with initiatives set forth by the
Vice President of Marine Operations; assists in the preparation
of reports to ensure timely and accurate information.
- Maintains
master calendar of activities for the Vice President of Marine
Operations as well as the entire office and coordinates with
Directorate; arranges meetings, appointments, travel schedules
and details related to special events.
- Coordinates/arranges
complex travel/accommodations for visitors from funding agencies,
other institutions, Washington contacts and representatives
from other countries.
- Works
closely with administrators regarding general management issues,
policies and procedures within Marine Operations to insure overall
effective operations of the group.
- Handles
and maintains confidential and sensitive materials including
financial and personnel records/files; handles and maintains
classified material, requiring knowledge of security procedures.
Maintains budgetary records, grant/contract documentation, publication
and reports.
- Communicates
regularly with managers within department, Directorate, WHOI
Science Departments/Institutes and WHOI committees on behalf
of the Vice President of Marine Operations.
- In coordination
with the Director and President's Office and the Development
Office, assists in the logistical planning for VIP visits/cruises/dives.
- Acts as
point-of-contact between the Vice President of Marine Operations
and federal agencies. Initiates and drafts correspondence to
Congressmen, federal agencies, trustees, and so forth. Prepares
agendas, memoranda, assembles proposals, manuscripts and other
documentation.
- Provides
assistance in crisis support (e.g. legal issues), communicating
with outside counsel, etc., as necessary.
- As required
by UNOLS, keeps up with cruise letters, post-cruise assessments
for Captains and Chief Scientists for appropriate distribution.
- Mentors
Administrative Professionals and new Marine Ops department managers.
- Originates
purchase requisitions, shop services requests, travel authorizations,
vouchers and other documents.
- Designs
and develops web pages, brochures, pamphlets, posters, CD-ROMS
and presentation materials using various software programs,
scanner, etc.
- Reviews
and makes recommendations for new technologies to assist in
the initiatives of the Marine Operations group.
- Serves
as recorder and prepares minutes for meetings involving Marine
Operations.
- Refers
routine matters to appropriate parties for action and follows
up to ensure proper disposition.
- Performs
other duties as may be assigned with occasional extended hours
for deadlines and special events.
Desired Education/Experience for Hiring
Bachelor's
degree, with at least 8 years of office administrative experience,
preferably in the research/education field. Must have high degree
of computer literacy, skilled in Microsoft Office applications,
especially Word, Excel, and PowerPoint. Experience with Photoshop,
Adobe Acrobat and AutoCAD highly desirable. Demonstration of interpersonal,
written, organizational and problem-solving skills is essential.
Must be a self-starter who is detail oriented and eager to get involved.
Must possess the versatility that is needed to work effectively
with a diverse group of managers both within the Marine Operations
Department and throughout WHOI, a wide range of issues and under
pressure. Position requires security clearance to handle and maintain
classified material.
Last updated: February 25, 2013 |
