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ITD Administration & Outreach Coordinator
Monterey Bay Aquariam Research Institute
Posted on Dec 16, 2025
Founded in 1987 by the late David Packard, the Monterey Bay Aquarium Research Institute (MBARI) is a nonprofit oceanographic research center advancing marine science and engineering to understand our changing ocean. Located in Moss Landing, California, the heart of the Monterey Bay National Marine Sanctuary, MBARI offers ready access to the open ocean and deep sea. Ongoing research programs range across autonomous and remotely operated underwater vehicle systems, control technologies, ocean physics, chemistry, geology, biology, ocean instrumentation, and information management. MBARI hosts approximately 200 employees, with shore facilities that include state-of-the-art science and engineering laboratories, manufacturing and electrical fabrication shops, and dock facilities for MBARI vessels.
We are seeking an experienced professional to provide high-level administrative support for the Information and Technology Dissemination (ITD) division. This role requires excellent organizational, communication, and multitasking skills as it spans the needs of a diverse group of programs in the areas of education, science communication, public outreach, library services, data management, and content dissemination. Reporting to the ITD Director, the ITD Administrator and Outreach Coordinator works as a key liaison among division members, other areas of MBARI, external colleagues from across the globe, and the public. The position emphasizes providing specialized support for our various outreach, communication, and information dissemination endeavors. As such, in addition to ensuring smooth and efficient administrative operations, experience with written, digital, and printed content, organizing events, hosting guests, working on websites, and data organization, particularly in a research, technology, or communication field, are all highly desirable. The ideal candidate demonstrates the ability to effectively work with diverse groups of people and is detail-oriented, adaptable to shifting priorities, open to learning new skills, and eager to work in a dynamic, ocean research and technology-focused environment.
Job Duties and Responsibilities:
Administration
● Assist the Director of ITD with administrative support and other activities and projects, as requested.
● Provide administrative support to all ITD groups, including Science Communication, Education, the Library, and the Video Lab. Duties may include assisting with schedules, data organization and archiving, budgets and purchasing, making travel arrangements, drafting contracts and agreements, preparing materials for distribution, managing subscriptions, and conducting errands.
● Organize, contribute to, and proofread a variety of divisional reports (e.g., executive summaries, board packets, strategic plans), web pages, publication lists, memoranda, agendas, and other written documentation in a timely and accurate manner.
● Coordinate meetings, accurately take minutes, distribute them to the appropriate personnel, and track action items in a timely manner.
● Support trainees, interns, fellows, and other incoming staff, and advise on institute best practices.
Communication, Education, and Outreach
● Support our education programs, including our annual internship and other early-career programs (e.g., advertising, recruitment, processing applications, program administrative and logistical support); provide support to other unique education projects as necessary.
● Help coordinate our external speaker seminar series (e.g., scheduling, travel arrangements, onsite hosting and logistics).
● Support our Science Communication team; manage and attend weekly meetings; maintain related web pages; manage MBARI news calendar; organize content.
● Assist in coordinating, fulfilling, and licensing requests from media, production companies, and the public.
● Manage our digital asset repository of images, video footage, and graphics (e.g., troubleshoot technical issues; manage user licenses; manage and expand existing collections); help establish new collections of publicly available imagery for our website.
● Assist with the design, production, and maintenance of institute publications (e.g., annual report, brochures), digital media, and other products, including MBARI-logo items and educational materials related to the above areas.
● Support our outreach endeavors; lead institute-wide events, including MBARI’s annual Open House; represent MBARI at offsite events/conferences (assist with the MBARI booth; support staff); assist with scheduling and hosting guest tours; assist with special events in other areas of the institute, as needed.
Required qualifications:
• Bachelor’s degree or equivalent and proven experience at the highest level of Administrative Assistant/Coordinator (or higher).
• Demonstrated success in the capacity of providing administrative support, preferably in a scientific research organization.
• A minimum of 8-10 years of relevant experience is required, and a science, engineering, and/or communication background is a plus.
• Attention to detail, excellent communication, and organizational skills.
• Ability to appropriately handle sensitive and confidential information.
• Must be computer savvy and proficient in word processing, spreadsheets, and graphics software (e.g., Illustrator, Photoshop).
• Some background in organizing images and other digital content.
• The incumbent should be open to learning new skills, expect to work on a variety of projects, and be prepared to work on assignments that are increasingly complex in nature, where problem solving is required.
• Must be able to work with diverse groups of people.
Desired qualifications:
• Experience with web editing concepts and tools (e.g., HTML, Dreamweaver, WordPress).
• Experience in supporting international science communication is welcome.
• Demonstrated ability in forecasting and budget management.
• Experience with traditional editorial and publication procedures is highly desired.