KML Administrative Specialist

Administrative Specialist – Keys Marine Laboratory

Dept Number/Name: 0-4710-000 / Florida Institute of Oceanography 

College Division: Academic Affairs - Florida Institute of Oceanography 

Salary Plan: Staff

Hiring Salary Range: $46,000.00 - $52,000.00

Location: Keys Marine Laboratory, Long Key (Layton), FL

Position Number: 100014856

ORGANIZATIONAL SUMMARY:

The State of Florida Institute of Oceanography (FIO) is engaged in marine research, education, and resource management at the University of South Florida. FIO provides collaborating opportunities across academia, government, and private sector for educational, training, research, and public outreach for students and scientists across the state of Florida. The FIO currently operates a fleet of oceanographic research vessels and a marine facility (Keys Marine Lab) which supports and enables research and education across the state of Florida, offering unique opportunities for college level education and research studying marine ecosystems. FIO acquired the Research Vessel Western Flyer in November 2022, which will be used to expand upon educational and research activities through the use of the deep-sea remotely operated vehicle (ROV) Taurus. 

For nearly half a century, Florida's coastline and marine life has been protected and monitored by the Florida Institute of Oceanography providing a shared resource across the State University System (SUS). The Florida Institute of Oceanography (FIO) is an Institute of the University of South Florida (USF) encompassing a Consortium that consists of 35 members across the State. Established by the Florida Board of Governors, FIO provides support and shares marine science resources between the state’s universities and private, nonprofit marine research entities. FIO operates the R/V Western Flyer, R/V Weatherbird II, R/V Hogarth and the Keys Marine Laboratory in Layton, Florida. The Keys Marine Laboratory (KML) is a full-service marine field station and a regional hub supporting academic, research, and restoration for the local, state, and international science communities since 1992. KML is a satellite campus for USF. 

Combined, these platforms have supported over 10,000 undergraduate and graduate students Statewide since 2009, allowing students to connect first-hand with scientific research conducted along Florida's coast. FIO operates under a Memorandum of Understanding with 34 institutions and agencies engaged in marine research, education and resources management, including all 12 public universities providing collaborating opportunities across academia, government, and private sector for educational, training, research and public outreach opportunities for students and scientists across Florida.

POSITION SUMMARY:

The Administrative Specialist performs high-level office support duties and provides specialized program support for the Keys Marine Lab. Administrative Specialists perform a wide range of administrative duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports, and presentations, handling information requests, planning conferences and meetings, providing purchasing and billing support, making travel arrangements, and maintaining calendars and schedules.

• Assists with billing to include but not be limited to preparing client estimates, submitting bills for client approval, preparing and processing invoices, maintaining the Accounts Receivables Tracking spreadsheet, and compiling information for reports.
• Supports purchasing requirements for department including but not limited to research items and obtaining price quotes, entering information into university systems, receiving and generating purchase orders, and maintaining P-Card information as required.
• Responds to and initiates routine inquiries including but not limited to providing information, assistance, and services to clients contracting the main office, answering inquiries independently in person, by telephone, or in electronic or paper correspondence.
• Assists with scheduling and preparation for arrival of scientific groups including but not limited to data entry and record keeping, creation of welcome packets, and preparation of dormitories.
• Manages vendor and client files and contact information, organizing files/records and tracking user data to assist with quarterly and annual metrics reports.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

This position requires a high school diploma or equivalent, with at least four years of experience in an office or admi