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Office Coordinator - Education Department
Mote Marine Laboratory & Aquarium
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See open jobs at Mote Marine Laboratory & Aquarium.See open jobs similar to "Office Coordinator - Education Department" Schmidt Marine.Sarasota, FL, USA
Posted 6+ months ago
Mote Marine Laboratory is an Equal Opportunity Employer and actively seeks to diversify its work force. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote Marine Laboratory participates in E-Verify.
Current open positions:
Postdoctoral Fellow, Seagrass Ecosystem Research
Florida Keys Volunteer Coordinator
Administrative Assistant, Sponsored Research
Office Coordinator - Education Department
Administrative & Housing Coordinator - Summerland Key, FL
Postdoctoral Fellow, Seagrass Ecosystem Research
Mote Marine Laboratory is seeking candidates for a Postdoctoral Fellowship in Seagrass Ecosystem Research. Seagrass Ecosystems are critically important to Florida’s ecology and economy, serving vital functions for various fisheries, nursery habitats for a variety of keystone species, sediment stabilization, absorbing nutrients, and coastal resilience. This position will assist in the development of cutting-edge propagation and out-planting technologies, establishing the research structure for ensuring the most genetically resilient seagrass strains are utilized in restoration (similar to Mote’s proven success with coral research and restoration), bringing together the best and brightest scientists and practitioners to collaborate on science-based solutions (similar to Mote’s proven success under the Florida Red Tide Mitigation and Technology Development Initiative), serve as the hub for innovative applied restoration research (similar to the Protect Our Reefs Grant Program), and act as a conduit to education/outreach statewide managed areas in need of seagrass restoration.
Mote is celebrating over 68 years as one of the few remaining independent, non-profit international marine research laboratories. The Mote research enterprise has more than 25 diverse research programs, an array of education/outreach programs, and an aquarium featuring working laboratories with more than 100 marine species. Mote currently has almost 300 staff and 1500 volunteers that are located on its main campus in Sarasota and across seven additional campuses/facilities including a state-of-the-art 200 acre marine and freshwater aquaculture research park, a 19,000 square foot International Center for Coral Reef Research & Restoration in the Florida Keys and work is underway for the over 100,000 square foot Science Education Aquarium.
The Mote scientific expertise is considerable and diverse, and is augmented by approximately 150 non-resident scientists from over 100 different U.S. and international institutions who are involved in projects at Mote. In addition, more than 70 non-resident scientists from around the world have been appointed as Adjunct Mote Scientists due to their significant level of sustained collaboration with Mote scientists and regular use of Mote facilities to conduct their research.
Mote envisions significant growth of its Seagrass Ecosystem Research Program as part of the evolution of its current Sarasota campus into an International Marine Science, Technology and Innovation Park, continued expansion of the Mote Aquaculture Research Park, and stand up of satellite campuses/facilities along the Florida coral reef. The position also affords the opportunity for hosting of visiting scientists, interactions with scientists from multiple disciplines at Mote, and oversight of student interns and volunteers. Postdoctoral Fellows are selected based on their ability to not only strengthen and diversify the laboratory’s significant existing research expertise, but also the potential to establish their own innovative research initiatives that address Mote’s Beyond 2020 Vision & Strategic Plan.
Recent (after 2020) PhD graduates are invited to apply. Applicants with a firm expectation of graduation by Spring 2024 will be considered. This full-time position includes an annual salary of $60,000 -$70,000, health insurance with family options, and benefits include an opt-in retirement plan with employer matching, leaves for holidays, illness, and vacation, and other benefits. The Postdoctoral Fellow will also have an established researcher assigned to serve as a Mentor and will receive office/laboratory space at the Mote Aquaculture Research Park in Sarasota, and funds for startup, operations, and travel. The Fellowship will be for a period of three years assuming appropriate annual progress and exemplary Fellows may be invited to join Mote as a Staff Scientist upon completion of their initial three-year appointment.
Interested applicants should submit electronic files in pdf format including:
Cover letter addressed to Kevin Claridge, Vice President of Sponsored Research and Coastal Policy, of interest including present employment status
Academic transcript of doctoral studies
Copy of PhD if achieved, and expected graduation date.
Curriculum vitae
Two-page essay, excluding references and exhibits, describing intended research and mentors.
Three representative journal publications, in press or published
Names and contact information for three references
Applications should be submitted by selecting “2023 Postdoctoral Fellow, Seagrass Ecosystem Research” at https://mote.smapply.org/prog/job_applicants or by mailing a single package to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236.
Review of applications will begin November 1, 2023 and will close when filled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or other protected category. We are interested in every qualified candidate who eligible to legally work in the United States. However, we are not able to sponsor visas at this time. Questions regarding this position may be sent to Kevin Claridge, Vice President of Sponsored Research and Coastal Policy Programs at kclaridge@mote.org.
Staff Biologist – IC2R3
Location: Elizabeth Moore International Center for Coral Reef Research & Restoration (IC2R3), Summerland Key, Florida
Primary Function: This position’s primary function is to actively support and participate in Mote’s coral reef restoration and research activities, assist with the husbandry and maintenance of in-situ (offshore) and ex-situ (land-based) coral nurseries, and assist with coral reef restoration fieldwork including outplanting, monitoring, and research activities.
Primary Duties:
- Extensive in-situ (offshore) and ex-situ (land-based) nursery maintenance and coral husbandry.
- Outplant nursery-grown corals to various reef restoration sites.
- Conduct routine monitoring and photo-documentation of outplanted corals and restoration sites.
- Construct and maintain nursery structures, lab, and field equipment.
- Assist with field activities associated with Mote-led and Mote supported research projects.
- Assist with data collection, data entry, and report writing.
Additional duties will include assisting with various tasks related to the daily operation of a full-service marine laboratory, assist with field and lab support to visiting scientists, and assist with outreach and education activities as needed including interviews, tours, and workshops.
Minimum Qualifications or Requirements
- B.S. degree in the marine or biological sciences form an accredited college or university.
- SCUBA certified (Rescue Diver certification required; divemaster or higher preferred).
- Meet and maintain standards for AAUS Scientific Diver rating, including medical requirements.
- Valid Florida driver’s license.
- Ability to be an adaptable and collegial member of the team, self-motivated, and complete assigned tasks in a timely manner.
Required Knowledge, Skills, and Abilities
- Prior experience working in tropical marine ecosystems and identification of Caribbean corals.
- Ability to lift heavy objects or equipment up to 50lbs occasionally.
- Working knowledge of basic computer software (Windows, Word, Excel) required.
- Ability to adapt to a changing environment, work independently on certain tasks with minimal direct supervision, and good practical problem-solving abilities.
- Normal hours are 8am – 5pm; however, weekend, evening, and holiday hours will be required to support Mote’s Coral Reef Restoration & Research mission.
Preferred Qualifications, Skills, and Abilities
- Extensive prior scientific diving experience strongly preferred
- Prior experience with recirculating and flow-through seawater systems preferred
- Prior coral nursery experience preferred
- Ability and experience with operating small vessels up to 28’ LOA preferred (USCG Captain’s license strongly preferred)
- Prior working experience with navigating coastal waters throughout the Florida Keys preferred.
- Experience and working familiarity with common data management and statistical analysis software preferred (e.g., MatLab, SPSS, SAS, R)
Interested applicants should apply on line by choosing “2023 Staff Biologist – IC2R3” at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm November 30, 2023.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.
Staff Biologist - Islamorada
Location: Mote’s Coral Nursery at Bud n Mary’s Marina, Islamorada, FL
Primary Function: This position’s primary function is to actively support and participate in Mote’s coral reef restoration and research activities, assist with the husbandry and maintenance of in-situ (offshore) and ex-situ (land-based) coral nurseries, and assist with coral reef restoration fieldwork including outplanting, monitoring, and research activities.
Primary Duties:
- Extensive in-situ (offshore) and ex-situ (land-based) nursery maintenance and coral husbandry.
- Outplant nursery-grown corals to various reef restoration sites.
- Conduct routine monitoring and photo-documentation of outplanted corals and restoration sites.
- Construct and maintain nursery structures, lab, and field equipment.
- Assist with field activities associated with Mote-led and Mote supported research projects.
- Assist with data collection, data entry, and report writing.
Additional duties will include assisting with various tasks related to the daily operation of a full-service marine laboratory, assist with field and lab support to visiting scientists, and assist with outreach and education activities as needed including interviews, tours, and workshops.
Minimum Qualifications or Requirements
- B.S. degree in the marine or biological sciences form an accredited college or university.
- SCUBA certified (Rescue Diver certification required; divemaster or higher preferred).
- Meet and maintain standards for AAUS Scientific Diver rating, including medical requirements.
- Valid Florida driver’s license.
- Ability to be an adaptable and collegial member of the team, self-motivated, and complete assigned tasks in a timely manner.
Required Knowledge, Skills, and Abilities
- Prior experience working in tropical marine ecosystems and identification of Caribbean corals.
- Ability to lift heavy objects or equipment up to 50lbs occasionally.
- Working knowledge of basic computer software (Windows, Word, Excel) required.
- Ability to adapt to a changing environment, work independently on certain tasks with minimal direct supervision, and good practical problem-solving abilities.
- Normal hours are 8am – 5pm; however, weekend, evening, and holiday hours will be required to support Mote’s Coral Reef Restoration & Research mission.
Preferred Qualifications, Skills, and Abilities
- Extensive prior scientific diving experience strongly preferred
- Prior experience with recirculating and flow-through seawater systems preferred
- Prior coral nursery experience preferred
- Ability and experience with operating small vessels up to 28’ LOA preferred (USCG Captain’s license strongly preferred)
- Prior working experience with navigating coastal waters throughout the Florida Keys preferred.
- Experience and working familiarity with common data management and statistical analysis software preferred (e.g., MatLab, SPSS, SAS, R)
Interested applicants should apply on line by choosing “2023 Staff Biologist – Islamorada” at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm November 30, 2023.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.
Staff Biologist – Key Largo
Location: Mote’s Key Largo coral nursery at Reefhouse Resort & Marina, Key Largo, Florida
Primary Function: This position’s primary function is to actively support and participate in Mote’s coral reef restoration and research activities, assist with the husbandry and maintenance of in-situ (offshore) and ex-situ (land-based) coral nurseries, and assist with coral reef restoration fieldwork including outplanting, monitoring, and research activities.
Primary Duties:
- Extensive in-situ (offshore) and ex-situ (land-based) nursery maintenance and coral husbandry.
- Outplant nursery-grown corals to various reef restoration sites.
- Conduct routine monitoring and photo-documentation of outplanted corals and restoration sites.
- Construct and maintain nursery structures, lab, and field equipment.
- Assist with field activities associated with Mote-led and Mote supported research projects.
- Assist with data collection, data entry, and report writing.
Additional duties will include assisting with various tasks related to the daily operation of a full-service marine laboratory, assist with field and lab support to visiting scientists, and assist with outreach and education activities as needed including interviews, tours, and workshops.
Minimum Qualifications or Requirements
- B.S. degree in the marine or biological sciences form an accredited college or university.
- SCUBA certified (Rescue Diver certification required; divemaster or higher preferred).
- Meet and maintain standards for AAUS Scientific Diver rating, including medical requirements.
- Valid Florida driver’s license.
- Ability to be an adaptable and collegial member of the team, self-motivated, and complete assigned tasks in a timely manner.
Required Knowledge, Skills, and Abilities
- Prior experience working in tropical marine ecosystems and identification of Caribbean corals.
- Ability to lift heavy objects or equipment up to 50lbs occasionally.
- Working knowledge of basic computer software (Windows, Word, Excel) required.
- Ability to adapt to a changing environment, work independently on certain tasks with minimal direct supervision, and good practical problem-solving abilities.
- Normal hours are 8am – 5pm; however, weekend, evening, and holiday hours will be required to support Mote’s Coral Reef Restoration & Research mission.
Preferred Qualifications, Skills, and Abilities
- Extensive prior scientific diving experience strongly preferred
- Prior experience with recirculating and flow-through seawater systems preferred
- Prior coral nursery experience preferred
- Ability and experience with operating small vessels up to 28’ LOA preferred (USCG Captain’s license strongly preferred)
- Prior working experience with navigating coastal waters throughout the Florida Keys preferred.
- Experience and working familiarity with common data management and statistical analysis software preferred (e.g., MatLab, SPSS, SAS, R)
Interested applicants should apply on line by choosing “2023 Staff Biologist – Key Largo” at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm November 30, 2023.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.
Florida Keys Volunteer Coordinator
The Keys Volunteer Coordinator will work with the Volunteer and Intern Office staff, under the Director of Volunteer and Intern Resources and Associate Vice President for Education to support new and existing Mote volunteers at Mote facilities throughout the Keys. However, the incumbent will focus most of their time in the upper Keys on a daily basis with office space in Key Largo. Therefore, it is highly desirable for the successful candidate to reside in the Upper Keys or Homestead area in order to be nearby their primary duty station in Key Largo. Job duties will include, but are not limited to:
- Providing outstanding support and resources for Mote volunteers and interns
- Assisting with managing the volunteer and intern database, record-keeping, communication, and other support activities in coordination with the Volunteer and Intern Office in Sarasota
- Leading field- and land-based coral restoration activities, including dive trips with citizen scientists
- Fielding phone calls, electronic communications and visits to answer questions about volunteer opportunities
- Development, planning, execution and evaluation of volunteer training and volunteer performance
- Liaising with Mote science staff to place, train and evaluate new volunteers
- Assisting with communication of volunteer opportunities internally and throughout the community to recruit new volunteers
- Developing and maintaining productive, positive relationships with the FL Keys staff, volunteers and interns
Knowledge, Skills, and other Characteristics
This candidate will possess outstanding communication skills, poise, and confidence, skilled in written and oral communication with the ability to represent Mote Marine Laboratory to a variety of audiences, and to train others to do so. They should have a strong commitment to customer service, sound judgment, an understanding of the challenges and opportunities of organizations with extensive volunteer engagement, and the determination to work towards a common purpose with skill in facilitating change.
- Experience working with, recruiting, scheduling and managing volunteers
- Experience in leading dive trips for participants with a range of experience levels in a variety of conditions
- Preparation and electronic distribution of communications to a variety of audiences
Our ideal candidate is honest, caring, and professional with a strong work ethic and a contagious, positive energy. They are a giving team member, a creative and proactive problem solver, and an enthusiastic collaborator who believes deeply in Mote and its mission.
Normal hours are 8:30-5:00 with 30-minute lunch break: Tuesday-Saturday; however, regularly flexible weekend and modified weekday hours will be required during a 40 hour work week.
Minimum Requirements:
- College degree in biology, marine science, or related field
- Experience working with volunteers ot college interns
- Excellent verbal/written communication skills
- SCUBA Divemaster Certification (or willingness and ability to obtain within 4 months of hire at own expense) and ability to SCUBA dive on a regular basis
- AAUS Scientific Diver certification (or willingness and ability to obtain within 4 months of hire at own expense)
- Strong computer skills including MS Access, Word, Excel, PowerPoint
- Strong customer service experience
- Florida driver’s license (or eligibility to obtain one upon arrival) and the ability to drive Mote service vehicles including pickup trucks
- U.S. citizenship or foreign citizen U.S. work permit appropriate for the work
- Stamina for working occasional long hours at outdoor locations in hot/cold weather, high humidity, intense sunlight and wet weather while responsible for interns and volunteers
To Apply
Interested applicants should apply on line by choosing “2023 Upper Keys Volunteer Coordinator” at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm November 24, 2023.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.]
Administrative Assistant, Sponsored Research
This position is responsible for acting as the Administrative Assistant to the Vice President of Sponsored Research and Coastal Policy Programs (VP) and assisting with departmental functions of the Sponsored Programs Office.
Specific Duties:
Primary tasks assisting the Vice President may include:
- Weekly meetings to work on scheduling and prioritizing upcoming activities
- Maintaining VP calendar
- Reconciling of credit card purchases and purchase orders
- Assisting with personnel paperwork and timesheet maintenance
- Scheduling flights, car rentals, hotels, and associated travel reservations
- Assisting with special research, education and aquarium budget projects, proposals, and contract management as assigned by the VP
Secondary tasks assisting the Sponsored Programs Office may include:
- Participating in Sponsored Programs team meetings
- Attending special meetings for note taking (meeting minutes)
- Creating and/or maintaining data tracking spreadsheets which may include research budgets, agreements, project tasks, fixed asset inventory, etc.
- Assisting with data entry into Financial Edge and related organizational software
- Assisting with digital and paper filing and file maintenance
Minimum Requirements/Experience:
- Associates degree or higher
- Attention to detail
- Strong ability to multi-task and prioritize
- Prior experience with time management and organization
- Excellent written and verbal communication skills
To Apply:
Interested applicants should apply on line by choosing “2023 Administrative Assistant, SPO” at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm November 30, 2023.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.
Video Services Technician
The Video Services Technician is responsible for audio/video support for all Aquarium exhibits, events, and helping implement new technology for the exhibits. Setup and facilitating AV equipment knowledge a must as this is the primary role. They will also assist with video documentation of scientific as well as web and promotional videos. Perform a variety of tasks that require extensive knowledge of electronics and presentation setup. Experience/knowledge of Audio Visual equipment and setup/installation is a strong plus as is a willingness to work unusual hours. Strong knowledge of video teleconferencing technologies as well as troubleshooting skills are a definite. The Video Services Technician works closely with all levels of Mote staff and volunteers in addition to vendors and event clients.
Responsibilities:
- Required to work as needed on special events and demonstrations.
- Ability to travel out of town and work off campus including boat activities.
- Available to work occasional nights and weekends and be on their feet for extended hours.
- Ability to tech various electronic devices for display/presentations and meetings.
- Primary on-campus work involves, but is not limited to, installation and maintenance of video and audio equipment.
- Troubleshoot A/V equipment in a timely and calm manner.
- Videoing and documenting various research programs as well as distributing videos to various outlets.
- Support of Distance Learning Program as well as assistance to other laboratory programs for technical work, vehicle errands to obtain or deliver materials, and other tasks outside of specialized training.
- Be able to respond to aquarium exhibit needs as well as provide input into developing new exhibits.
- Stay in compliance of related plans, policies, procedures, laws and standards including; Local, State, and Federal laws – (copyright permissions, etc.), AZA standards, and Disaster preparedness.
- Ability to use Microsoft Office products.
Working Hours
Normal hours are 8:00 a.m. – 5:00 p.m., Monday through Friday, with a 1 hour lunch break from 12:00 – 1:00 p.m. Occasional longer daily hours or weekend hours may be required to complete specific tasks, not to total more than 40 hours per pay week (Wednesday – Tuesday), without approval of the Manager of Video Services.
Minimum Requirements/Experience:
- Valid Florida Drivers License within one month of employment
- Vision: Must be able to focus cameras and other video equipment. Video Services Technician cannot be color blind as color adjustments of equipment is required.
- Minimum of 2 years Show Production or related field as well as experience working in Broadcast, Theater, Hospitality or related institution.
- Familiarity with Digital signage and other display technologies.
Education Requirements
- High school diploma; college diploma preferred. Must have excellent communication skills.
- Physical Requirements
- Physical capabilities include but are not limited to:
- Ability to lift heavy objects or equipment of up to fifty pounds occasionally.
- Ability to spend long hours sitting at workstation conducting tedious and repetitive procedures while maintaining a high level of quality work.
- Good sense of balance for boat duties in rough seas. Cannot be excessively prone to motion/sea sickness.
- Posses stamina for working occasional long hours in outdoor locations, during both day and night, which may include tropical to temperate conditions (hot or cold, humid, intense sunlight, rainy weather, etc).
- Ability to swim
To Apply
Interested applicants should apply on line by choosing “2023 Video Services Technician” at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm November 30, 2023.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.
Office Coordinator – Education Department
Mote's Education Department develops and delivers high quality education programs using best practices and technology to reach diverse and global audiences. We inspire active involvement in environmental stewardship, foster learning in future generations, and continue to seek out opportunities to improve and expand our programs and ourselves.
The Office Coordinator oversees office communications and supports essential operations within the Education Department. They manage emails, phone calls, mail, billing and record keeping, ensuring efficient workflow and effective communication within the office environment, as well as assisting the Associate Vice President and Director of Education. The Office Coordinator works closely with staff, volunteers, and interns in the Education Department and throughout the Lab and Aquarium to ensure that our mission and the needs of the audiences are being met.
General Duties
The Office Coordinator provides support to the Education, Volunteer & Intern offices.
• Field and answer calls, emails, and provide outstanding general customer service
• Invoice for all Education programs and events
• Process deposits
• Track program revenue and deposits and reconcile with monthly project reports
• Assist Director/AVP with tracking expenses, grants, program information, and other information
• Monthly departmental credit card reconciliation
• Process and track purchase orders
• Pull various reports for department organization
• Monitor office supplies inventory and place orders
• Assist with purchasing of educational supplies including Amazon purchases
• Liaise with Mote's Business Office to ensure proper procedures are followed
• General admin support for AVP & Director
• Valid US driver’s license with clean driving record and 5 years driving experience
Working Hours
This is a fulltime position working Monday- Friday from 8:00AM - 5:00 PM with a one hour lunch. Occasional evening and weekend work may be required.
Minimum Requirements
• Proven experience as office coordinator or in a similar role
• Proven experience in customer service
• Knowledge of basic bookkeeping principles and office management systems and procedures (Quickbooks and Stripe experience a plus)
• Outstanding knowledge of MS Office, Google Suite, back-office and accounting software
• Working knowledge of office equipment (e.g. printers)
• Excellent communication and interpersonal skills
• Organized with the ability to prioritize and multitask
• Reliable with patience and professionalism
• Nonprofit business management experience a plus
• Associate's/College degree preferred; BSc/Ba in business administration or relevant field is a plus
• U.S. citizenship or foreign citizen's U.S. work permit appropriate for the work
Hiring Conditions
The hiring of a successful candidate for this position is conditional on a background check.
To Apply
Interested applicants should apply on line by choosing “2023 Office Coordinator”
at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm December 1, 2023.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.
Administrative & Housing Coordinator - Summerland Key
Location - Mote Marine Laboratory’s Elizabeth Moore International Center for Coral Reef Research and Restoration (IC2R3), Summerland Key, FL
The Administrative and Housing Coordinator for Mote Marine Laboratory’s Elizabeth Moore International Center for Coral Reef Research and Restoration (IC2R3) is located in Summerland Key, FL.
Responsibilities include supporting the Business and Sponsored Programs Office, in administrative tasks pertaining to Keys Operations and to provide support to our main campus located in Sarasota, FL. Direct, regular communication via phone and email is required. As Administrative and Housing Coordinator, the position will also be responsible for the efficient running of the dormitory section of the facility, in conjunction with the Research Programs, Education Team and Director of Operations.
This position requires initiative, flexibility, and the ability to juggle a variety of projects at once.
This position reports directly to the Vice President of Sponsored Research and Coastal Policy Programs.
Major Duties and Responsibilities:
Housing and Rental
Managing housing facilities including guest housing, guest check-in and out procedures, and billing
Managing laboratory and equipment reservations, coordinating with all Project and Laboratory managers
Planning housekeeping and managing cleaning staff in regards to dormitories and rental units
Managing on-site intern housing
Administrative and Finance
Business management office tasks which include day to day administrative duties, e.g.: answering and returning phone calls, departmental record keeping as well as written/email communications, receiving and distributing mail & deliveries, copying, ordering of supplies, etc.
Handling all office paperwork and workflow including purchase orders, petty cash, store receipts and purchasing receipts, budget reports, invoicing, accounts receivable and travel.
Preparing monthly financial/accounting reports as a support member of the Business Services Office.
Sponsored Programs Office
Assisting Program Managers with the processing of grant and proposal paperwork, while ensuring deadlines are met.
Other
- Serving as the first point of contact in the office, welcoming staff and visitors
- Organizing and setting up meetings, conferences, workshops and special events; occasionally traveling to assist in meetings and events
- Conducting tours of the facility when needed
- Assisting with Facility/Maintenance when needed
- Managing gift shop and orders, including staff orders
Minimum Qualifications or Requirements:
- Computer competency and experience using Word, Excel, and other accounting software as required. Comfortable with downloading, networking, scanning, copying, faxing, etc.
- BS or BA preferred or equivalent experience
Required Knowledge, Skills and Abilities:
- Capable of working independently without supervision, prioritizing workload and multi-tasking
- Capable of working well under remote field-station conditions
- Excellent collaboration and interpersonal skills with colleagues across multiple locations; ability to work with people from various backgrounds.
- Capable of scheduling and managing housing, research and educational usages
- Knowledge of general accounting principles and related experience
Interested applicants should apply on line by choosing “2023 Administrative and Housing Coordinator, Summerland Key” at https://mote.smapply.org/prog/job_applicants or mail a single package including cover letter, resume or c.v. and the contact information for three references to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236 before 5pm December 15, 2023.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected category. Mote participates in E-Verify.
This job is no longer accepting applications
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