The Marine Biological Laboratory (MBL) is dedicated to scientific discovery – exploring fundamental biology, understanding biodiversity and the environment, and informing the human condition through research and education.
Founded in Woods Hole, Massachusetts in 1888, the MBL is a private, nonprofit institution and an affiliate of the University of Chicago.
This position will oversee day-to-day operations and provide administrative and fiscal support to research service centers.
Responsibilities
- Coordinate and prepare for approval all reimbursement requests and requests for payments for center-related operations and activities and maintain records of such transactions. Prepare monthly billing for CMF use, MRC specimen sales, MBL Stockroom. Initiate requests for new MBL Purchasing Cards (PCard) and reconcile transactions on PCards issued to research center staff on a monthly basis.
- Interface with Financial Services to ensure timely payment of invoices; set up of new customer accounts; submit purchase orders and payment requests.
- Provide orientation and onboarding for new service center staff and visitors (e.g. visitor registration, facility access, parking arrangements, office/space assignments, training needs) and information and assistance in understanding MBL administrative requirements.
- Coordinate the purchase and maintenance of all service center office equipment and supplies, including items for the common area/breakroom/kitchen. Keep areas organized and inventory supplies on a monthly basis to determine need.
- Coordinate the planning of research center events and workshops, and work with MBL dining and conference services on Center-based event needs.
- Assist with the maintenance of center website, MBL intranet pages, and center mail distribution lists. Coordinate center mail distribution and shipping/receiving of packages.
- As needed, assist with vehicle registrations for various vehicles and vessels operated by the Center.
- Perform other duties as required and/or assigned.
About You
Bachelor’s degree or equivalent combination of education and experience is required. Substantial experience in similar administrative setting with demonstrated ability to function independently and with sound judgment is preferred.
The successful candidate will have outstanding clerical skills including, but not limited to: use of computer systems, databases (e.g. Filemaker), and computer applications (MS Word/Excel/Powerpoint, Adobe Reader/Acrobat); excellent organizational and office skills; ability to work independently, confidentially, and with discretion. Accuracy and attention to detail are essential, as are excellent telephone, interpersonal, and communication skills. Ability to multi-task and prioritize competing needs is key. Knowledge of budget and accounting procedures is required.
The working environment for this position requires use a computer, including a keyboard and mouse.
