Senior Administrative Assistant II (Ship Operations)
Woods Hole Oceanographic Institution
February 16, 2018
Woods Hole, Massachusetts
The Ship Operations Department is currently searching for a Senior Administrative Assistant II to join their team. This is a regular, full-time, non-exempt position, and is eligible for benefits.
Reporting to the Ship Operations Coordinator, 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.
Serve as the initial telephone contact and receptionist in the Port Office, which may include receiving and responding to emergency calls from ships requesting assistance regarding mechanical, medical or other emergency situations. If determined to be an actual emergency, identify the nature and location of the emergency; complete an Emergency Report Form, and request assistance in accordance with established Coast Guard/ISM procedures
Monitor crew qualification and training files for expiring requirements. Notify crew members when renewals are required. File training and medical documentation for crew members
Complete weekly Fleet Broadband usage reports for the UNOLS satellite communications program, which are used to track and forecast FBB usage
Compile monthly report of telephone usage to include matching usage reports with World Link phone bill, calculate total charges and distribute to appropriate employees, technicians and science users
Prepare shipping requests to send ship spares and supplies to WHOI vessels at out ports
Responsible for creating Internal, External and Management Review audit manuals to include ISM Non-Conformity Reports and emergency contact information for Port Office personnel, and R/Vs Atlantis and Armstrong
Assist with the coordination and proper disposal of hazardous and non-hazardous materials from the ships when at home port in Woods Hole, MA
Distribute Safety Management Manual revisions to Port Office staff for approval, and distribute approved SMM revisions
Take minutes of Port Office Management Review, Internal Audit and External Audits
Complete and submit USCG Electronic Notice of Arrivals for research vessels
Process WHOI travel expense vouchers for crew members in UNANET as well as reimbursements for supplies
Monitor and distribute email from team email accounts
Track Conflict of Interest forms for all crew members and Marine Operations personnel and confirm all are electronically completed
Assist crewmember's with WHOI business, i.e. filing claims, completing Conflict of interest forms
Update Ship's Information Recorded message weekly
Order office supplies, maintain office machines, and submit reports for copier usage
Renew registrations for ships/boats and maintain database of boat registrations for all WHOI boats/ships
Renew Ship's documentation Decals for Customs & Border Patrol and Department of Homeland Security. Submit annually an RFP for Tioga's Vessel inspection (March-May)
Compile Security Access Lists for WHOI, and for all foreign and domestic ports. Ensure they are forwarded to ship's agents
Assist and support Port Office engineers with projects as requested
DESIRED EDUCATION & EXPERIENCE:
2 - 3 years experience; or diploma plus 4 - 6 years of experience
Bachelor's degree in a related discipline is preferred
Must be able to obtain a TWIC card
WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.
WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email firstname.lastname@example.org for assistance.
Additional Salary Information: Market related
Internal Number: 2716158
About Woods Hole Oceanographic Institution
The Woods Hole Oceanographic Institution is dedicated to research and education to advance understanding of the ocean and its interaction with the Earth system, and to communicating this understanding for the benefit of society.
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