Submersible Operations Administrator   Email     Print   PDF

Reporting to the Alvin Manager, has direct responsibility for carrying out the administrative and logistical management of the Submersible Engineering & Operations Group and national Deep Submergence Facility.  Responsibilities typically include preparation, implementation and analysis of budgets (including long range forecasts), administration of personnel policies and procedures, design, implementation and maintenance of administrative systems, procurement and quality control of equipment and supplies.  The position carries substantial managerial responsibilities and requires a broad range of skills and the exercise of considerable judgment and initiative.

• Coordinates Submersible Engineering & Operations Group activities undertaken on behalf of the shipboard science party, including providing timely cost quotations for contract work and ensuring task completion as required by the schedule.
• Obtains U.S. Navy clearances required for diving operations and disseminates information concerning planned cruises to government agencies and other organizations as appropriate.
• Performs off-gas testing of seagoing equipment prior to use.
• Coordinates communication between operations and shore support teams during cruises.
• Generates required post-cruise documentation, including dive summaries, archival material reports and historical information updates.
• Responsible for timely purchase and delivery of equipment, spare parts and expendable supplies to meet cruise and schedule objectives.
• Provides quality control review, acceptance verification and purchase specifications for certified and non-certified materials purchased in support of projects.
• Generates and tracks paperwork required to initiate issuing of invoices for contract services completed.
• Assists the Alvin Manager in the development, preparation and management of the SE&OG budget.
• Tracks funding for project management, forecasts year-to-date and projected year-end budgetary numbers.
• Responsible for careful monitoring of grant and contract expenses for group projects. Monitors cost sharing requirements and provides periodic cost reports.
• Interacts with WHOI Sponsored Programs, Controller, Purchasing, Travel personnel and other Institution administrative offices to ensure accurate and timely communication.
• Interacts with administrative officers of other institutions.
• Responds to outside inquiries on SE&OG matters and Institution policies and procedures as related to operations.
• Supervises and mentors junior office staff, utilizing their abilities by delegating effectively.
• Responsible for approval of travel and purchasing requests.
• Assists with Facility autonomous vehicle and shipboard technician procurement and financial processes.
• Acts as interim Manager when the Alvin Manager is at sea or on extended travel.
• Alternate approval authority for Group personnel time cards.
• Responsible for maintaining statistics on project personnel and proposals.
• Develops high level documents and procedures.
• Responsible for maintaining configuration and control documentation of projects.
• Recommends and leads efforts to develop new processes or improves existing processes to improve quality and/or on-time delivery of project deliverables.
• On an interim basis, the Administrator is responsible for coordination of all business and finance activities for the A-6500 HOV Project.

Bachelor’s degree in Business management or an area related to the technical or administrative work of the SE&OG, with 2 to 4 years experience at the institution or similar organization, or an Associate’s degree with 3 to 5 years related experience; or equivalent work experience. Demonstrated interpersonal, written, and organizational skills, along with a proven ability to work independently and under pressure. Accounting and supervisory experience desirable, with a working knowledge of computer processing, programming and modern computer administrative and accounting techniques (business application software) also preferred. Knowledge of scientific marine logistics and familiarity with Institution's policies and procedures also preferred. Will be required to obtain a DOD security clearance. Willingness to go to sea for short periods of time desirable.