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Administrative & Housing Coordinator

Posted: May 31, 2024 Expired: November 27, 2023
Mote Marine Laboratory and Aquarium
Summerland Key
CONTRACT
High School

Mote Marine Laboratory and Aquarium

Administrative & Housing Coordinator

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 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.

Experience Required

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

How 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.

Mote Marine Laboratory and Aquarium
24244 Overseas Highway
Summerland Key, FL 33042

Useful link(s) for this job

  • https://mote.smapply.org/prog/job_applicants
  • click apply button below
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