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.