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Administrative & Housing Coordinator - Located at Summerland Key, FL
Mote Marine Laboratory & Aquarium
This job is no longer accepting applications
See open jobs at Mote Marine Laboratory & Aquarium.See open jobs similar to "Administrative & Housing Coordinator - Located at Summerland Key, FL" Schmidt Marine.Sarasota, FL, USA · North 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.
Unless otherwise noted all positions are located in Sarasota, FL
Current open positions:
Postdoctoral Researcher in Marine Sediment Science
Registration Coordinator - Education
Guest Services Associate - Part Time Positions
Administrative & Housing Coordinator - Located at Summerland Key, FL
Postdoctoral Researcher in Marine Sediment Science
Position: The Chemical and Physical Ecology Program at Mote Marine Laboratory seeks a research scientist in Marine Sediment Science focused on the influence of terrestrial nitrate in submarine groundwater seeps on water chemistry and severe blooms of the dinoflagellat
e Karenia brevis. The applicant will study groundwater seepage where limestone aquifer strata intersect the southwest Florida shelf, either diffuse or via karst features, and how this may contribute to the marine nitrogen cycle, especially in regard to the role of dissimilatory nitrate reduction to ammonium in benthic sediment. This research will build on the previous findings of Mote scientists working in this area. The research scientist will be expected to complete the proposed research involving field sediment and water collections and laboratory experiments, develop collaborations with other internal and external scientists, and publish research. This position will benefit from experience in enzyme-mediated nitrogen chemistry, ability to work with large datasets, and a strong background in experimental design and statistical analysis. Training in scientific scuba diving is desirable but not mandatory. The incumbent will be mentored by the manager of the Chemical and Physical Ecology and Ocean Acidification Programs, Dr. Emily Hall, and will receive additional mentoring from both internal and external scientists.
Mote Background: Mote is celebrating nearly 70 years as one of the few remaining independent, non-profit international marine research laboratories. The Mote research enterprise has over 25 diverse research programs, an array of STEM education/outreach programs, and an aquarium featuring working laboratories with more than 100 marine species. Mote currently has more than 40 PhD-level scientists, nearly 300 staff and approximately 1300 volunteers 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, and a 19,000 square foot International Center for Coral Reef Research & Restoration in the Florida Keys. Work on a new 110,000 square foot Mote Science Education Aquarium is nearing completion.
Application: Applicants must have a Ph.D. in marine chemistry, biogeochemistry, or similar field. This is a full-time position for up to 3 years (pending acceptable performance) and includes an expected initial annual salary of approximately $60,000, health insurance with family options, and benefits including an opt-in retirement plan with employer matching, leaves for holidays, illness, and vacation, and other benefits. The Research Position will also have established researchers assigned to serve as a Mentors. The position will be for a period of three years, assuming appropriate annual progress.
Applicants should submit the following:
- Cover letter of interest including present employment status.
- Academic transcript of doctoral studies
- Copy of PhD if achieved or expected graduation date.
- Curriculum vitae
- Names and contact information for three references.
To Apply:
Interested applicants should apply on line by choosing “2024 Postdoctoral Researcher - Sediments” 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 July 26, 2024.
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. We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas at this time. Mote Marine Laboratory is an E-Verify employer.
Questions regarding this position may be sent to Emily Hall, Senior Scientist and Program Manager, Chemical and Physical Ecology and Ocean Acidification Programs at emily8@mote.org.
Registration Coordinator - Education
Mote’s Education Team 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 Registration Coordinator is responsible for managing the registration process for all Education Department programs and events, and plays a pivotal role in ensuring the quality, accuracy, and consistency of Mote Education’s digital content. This position involves collaborating with various internal Mote teams (such as Communications & Community Relations, Guest Services, Development, etc.) ensuring smooth registration procedures; providing excellent customer service to program participants; assisting in the promotion and marketing of educational programs; working with Education management to develop and maintain departmental policies and procedures; developing, editing, and publishing education program details on various web pages and social media platforms; and assisting the Associate Vice President and Director of Education. The Registration Coordinator works closely with staff in the Education epartment and throughout the Lab and Aquarium to ensure that our mission and the needs of the audiences are being met.
Primary Responsibilities:
- Registration management: facilitate the transfer of all current education programs to Ticketure; oversee registration processes for all education programs; coordinate with managers/coordinators to establish registration timelines, procedures and requirements; manage online registration systems; provide staff training in registration processes.
- Content development: create compelling and relevant content for education web pages and social media platforms; write, edit, and proofread web content, ensuring accuracy, clarity, and adherence to brand guidelines; develop content strategies that align with marketing goals and target audience needs; stay updated on industry trends and best practices to continually improve content quality and effectiveness.
- Content management: use content management systems (CMS) to publish and update web content for all education programs; maintain content calendars and schedules to ensure timely delivery of content updates; organize and categorize content for optimal navigation and user experience.
- Customer service: provide excellent customer service and address inquiries, concerns, and special requests; handle registration-related issues and troubleshoot any challenges that arise during the registration process; ensure participants receive timely and accurate information regarding program logistics.
- Quality Assurance: perform regular audits of education web content to identify and correct errors, broken links, and outdated information; ensure content meets accessibility standards and compliance requirements; conduct user testing and gather feedback to improve content usability and effectiveness; assist management team by reviewing grant proposals for grammar and comprehensibility.
- Policies and procedures: work with management team to update and maintain current standard operating procedures including registration policies, cancellation policies, program pricing policies, ADA accessibility protocols, and others as needed.
- Program reporting: establish systems to maintain accurate records of program registrations, payments, and participant information using registration databases; generate reports on program registration metrics, including registration numbers, revenue, and participant demographics; develop and implement new initiatives to enhance the registration process and improve the overall participant experience.
- Marketing and promotion: collaborate with the marketing team to develop promotional materials and strategies to increase awareness and participation in educational programs; assist in the distribution of marketing materials to schools, community organizations, and other target audiences; collect feedback from program participants and use insights to improve program offerings and marketing efforts.
Working Hours:
This is a full-time position working Monday - Friday from 8:00 AM - 5:00 PM with a 1-hour unpaid lunch. Occasional evening and weekend work may be required.
Minimum Requirements:
- Associate’s degree in business, marketing, or related field or equivalent work experience
- Experience in customer service, project coordination, and registration management
- Proficiency in Microsoft Office Suite, Google Workspace and experience with registration software or databases.
- Ability to learn new software systems and troubleshoot issues with ease. Experience with Ticketure & Salesforce strongly preferred.
- Experience with content management systems (e.g., WordPress, Drupal), web analytics tools (e.g., Google Analytics) and familiarity with HTML, CSS, and web accessibility.
- Experience in web content management, content creation, and copywriting
- Strong writing, editing, and proofreading skills, with keen attention to detail
- Excellent communication and interpersonal skills, with a customer-centric approach
- Ability to work independently and collaboratively in a dynamic team environment
- Strong organizational and time management skills, with the ability to manage multiple projects and deadlines simultaneously
- Knowledge of marine science, education, or related fields is a plus but not required
- U.S. citizenship or foreign citizen's U.S. work permit appropriate for the work
- Valid US driver’s license with clean driving record and at least 5 years of driving experience
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 “2024 Registration Coordinator - Education” 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 June 21, 2024.
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.
Guest Services Associate - Part Time Positions
The Guest Services Associate serves as a first point of contact for Mote Aquarium guests. This position is responsible for a variety of guest service operations including daily ticketing and memberships, warmly greeting and assisting guests, and operating specialty stations such as Virtual Reality and Fossil Creek. The Guest Services Associate will interact with guests and provide exceptional customer service with the goal of exceeding guest expectations for their visit.
Job Responsibilities
- Greet every guest in a friendly and welcoming manner
- Provide a great aquarium experience by assisting guests with any questions or concerns and providing direction as it relates to any aquarium programs
- Work with the point of sale system to accurately conduct transactions using cash, credit cards, checks, coupons, and vouchers
- Sell Aquarium memberships and educate guests on opportunities for ticket transfers, renewals, and upgrades, in alignment with membership goals
- Provide excellent customer service through knowledge of all Aquarium experiences, offerings and basic operations
- Operate the Virtual Reality station by conducting transactions to sell rides, teaching guests how to safely operate equipment, and troubleshooting any program issues
- Operate the Fossil Creek area by giving guests directions on sifting for the fossils, identifying fossils, selling fish food for the freshwater ponds, stocking materials and preparing sand drying areas
- Control guest entry by adhering to ticket times, directing guests to the appropriate line, and answering all questions relating to their ticket options
- Provide event staffing for all Aquarium special events, including some late nights and weekends
- Maintain a clean and orderly work space
- Perform assigned opening and closing duties of all buildings
- Put safety of guests, employees, interns and volunteers as a top priority
- Assist customers that may have experienced injury, sickness, lost child, etc. according to the associated Mote protocols
- Routinely practice safety drills (fire, lost child, animal escape, severe weather, etc.) in accordance with the Aquarium’s drill schedule
Working Hours:
Normal working hours are 8:30 am to 5 pm, with a half hour unpaid break for lunch. Must be available to work weekends and holidays.
Qualifications:
The ideal team member will be energetic, outgoing, and patient with a desire to provide a positive and memorable experience for each Aquarium visitor. The ideal candidate is a team player able to perform additional functions as assigned. Effective communication skills, both verbal and written, are essential for this role.
Minimum Experience:
- High school diploma
- Basic computer skills
- Must interact courteously and tactfully with public, staff, and volunteers
- Able to work independently or as a team
- Communicate clearly both verbally and in writing
- Ability to work outside in all Florida weather conditions
- Ability to lift and carry 25 Ibs occasionally
- Previous cash handling and guest service experience preferred
To Apply:
Part Time Positions are Available
Interested applicants should apply on line by choosing “2024 Guest Services Associate” 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 June 28, 2024
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
This position is located at 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 Offices, 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.
Major Duties and Responsibilities:
Housing
- Managing housing facilities including reservations, guest housing, guest check-in and out procedures and billing
- Ordering housing and housekeeping supplies
- Managing laboratory and equipment reservations, coordinating with all Project and Laboratory managers
- Planning housekeeping and managing cleaning contractor(s) 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.
- Assisting staff with travel reservations and completing reimbursement forms correct obtaining correct documentation.
- Managing timely renewal of contractor agreements, licenses and official
- documents such as Housekeeping contract, Elevator license, annual County
- Hurricane Early Re-Entry Placard program, etc.
Sponsored Programs Office
- Assisting Program Managers with the processing of grant and proposal paperwork, while ensuring deadlines are met.
- Working with the Research Operations Manager and Upper Keys Administrative Assistant on administrative/business and operational needs.
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
- Assisting Keys Facilities Manager and Life Support teams with administrative & operational needs
- Managing gift shop and ordering merchandise – using POS terminal for sales
- Maintaining onsite staff uniform distribution, inventory and ordering.
- Monitoring multiple email inboxes and responding or delegating as needed.
- Working with Mote’s Environmental and Occupational Safety Officer to ensure
- accident/incident forms are completed in a timely manner, and coordinating
- safety training days for Keys staff.
- Reporting maintenance request needs to the Facilities team via the Maintenance
- Request form.
- Sending facility-wide and/or Keys-wide staff communications, ensuring all
- Sarasota correspondences are shared with Keys staff.
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
To Apply:
Interested applicants should apply on line by choosing “2024 Administrative and Housing 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 June 28, 2024.
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
See open jobs at Mote Marine Laboratory & Aquarium.See open jobs similar to "Administrative & Housing Coordinator - Located at Summerland Key, FL" Schmidt Marine.