Sr. Admin Assistant I/II

Details

Posted: 09-Mar-24

Location: Woods Hole, Massachusetts

Type: Full-time

Salary: Open

Categories:

Staff/Administrative

Internal Number: 2287

Job Summary

Woods Hole Oceanographic Institution is currently searching for a Sr. Admin Assistant I/II to join the Ship Operations Department. This is a regular, full-time, non exempt position, and is eligible for benefits.

Reporting to the Port Captain and working closely with the Port Office Team, Science Cruise Planning, Ship Scheduler, and other Marine Operations departments. This position is responsible for providing overall administrative support to Ship Operations Personnel. This is a critical role to ensure timely and accurate flow of information within Ship Operations, as well as to ensure that all marine crew personnel have up-to-date documentation and certifications. All responsibilities of this role are directly tied to the smooth operation of our vessels, which is a necessity so that WHOI scientists and engineers are able to conduct their field research.

Hire level based on experience.

Essential Functions

• Serve as the initial telephone contact and receptionist in the Port Office.
• Working closely with the Marine Personnel Manager, monitor crew qualification and training files for expiring merchant mariner credential requirements. Notify crew members when renewals are required. File training and medical documentation for crew members in secure files.
• Assist Marine Personnel Manager with onboarding new marine employees.
• Manage, maintain crew member and WHOI staff account access for expenses and pay.
• Process WHOI travel expense vouchers for crew members and port office staff in UNANET as well as reimbursements for supplies.
• May assist in helping to organize crew travel arrangements.
• Work with chief scientists and other science engineering groups to compile and coordinate cruise forms and enter information into Nautical Systems and Marine Facilities Planner (MFP).
• Compile vaccine cards and pre-board testing results for all cruises.
• Complete and submit USCG Electronic Notice of Arrivals for research vessels.
• Compile and distribute Security Access Lists for WHOI vessels, for all foreign and domestic ports. Ensure accurate paperwork is forwarded to ship's agents.
• Compile and distribute ship's cruise letters and maintain all annual cruise participant lists.
• Distribute Safety Management Manual revisions to Port Office staff for approval, and distribute approved SMM revisions to ships.
• Monitor and update Port Office group email with team member email address.
• Track Annual Conflict of Interest forms for all crew members and Marine Operations personnel and confirm all are electronically completed.
• Order office supplies, maintain office machines, prepare shipping requests to send ship spares and supplies to WHOI vessels at outports.
• Assists in organizing events and meetings as requested.
• Supports emergency incidents which may include office support to respond to emergency calls from ships requesting assistance regarding mechanical, medical or other emergency situations.

NON-ESSENTIAL FUNCTIONS:

• Assist Direct of Ship operations, Port Captain, Port Engineers and Marine Personnel Manager as needed.
• Perform other duties as deemed necessary, as assigned by the Director of Ship Operations.

Education & Experience

• Minimum of 3 years related experience; or High School diploma plus 5 years of related experience
• BA/BS degree in related discipline
• Maritime Industry experience preferred
• Excellent verbal and written communicatiin skills

Special Requirements

• TWIC

Physical Requirements

Physical duties for this position include but are not limited to: occasional standing and/or walking along with being mostly and continuously sedentary. Other occupational requirements include talking, traveling, working around others, and with others. Physical duties are subject to change.