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 may require periodic travel to other Mote Keys locations for the workday and/or to other Mote campuses for meetings/trainings/events. 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 online https://mote.smapply.org/prog/job_applicantsor 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 March 10, 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.

Job Types: Full-time, Part-time

Schedule:

• Monday to Friday

Work Location: In person

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