DESCRIPTION

The Marine Physical Laboratory Division at the Scripps Institution of Oceanography at UC San Diego is seeking a skilled Administrative Officer 3.

The incumbent uses skills as a seasoned and experienced administrative operations professional to manage, plan, and administer the operations of a small to mid-sized academic or non-academic department or organizational unit with limited scope. May report to a chair, director, or a higher-level administrative operations professional or manager. Performs short- and long-term planning for the organization. May supervise staff or students. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.

The Administrative Officer 3 will act as a laboratory manager, coordinating cross-functional teams to advance CORDC’s academic and research missions. This position leads and provides logistical support across both routine operations and complex research initiatives, including the deployment of technical staff to international destinations and support of sea-going research expeditions. The incumbent will organize and align resources for multiple concurrent projects, instruments, and development efforts, ensuring adherence to project timelines and deliverables. Collaborating closely with engineering staff, academic personnel (including PIs, project scientists, postdocs, and students), technical staff, and MPL business office staff, the role ensures smooth operations for in-house development projects and frequent national and international field deployments. Prior experience with oceanographic engineering teams and field-based research is highly desirable. This position operates in a dynamic, high-energy environment, where the incumbent will facilitate effective communication and cooperation among diverse perspectives and stakeholders. Furthermore, the incumbent will contribute significantly to creating an inclusive, supportive, and cohesive community within the laboratory and the larger research group.

Additionally, the incumbent will provide executive-level support to the Principal Investigators, ensuring that external support resources are in place to meet all non-technical logistical requirements. This includes assuming ownership and oversight of safety protocols and physical security measures within CORDC facilities, as well as ensuring compliance with all University-mandated training requirements for staff. The incumbent will coordinate inventory management, including the stewardship of property in alignment with both University and sponsor requirements, and liaise with external sponsors to maintain accurate property management documentation. Expertise in space allocation within the facility is essential, as this role requires the strategic assignment of workspace to optimize operational efficiency and accommodate evolving project needs. The incumbent will also provide leadership for external functions, including organizing and hosting workshops, symposia, and other special events that advance CORDC’s mission and facilitate collaboration with partners and stakeholders. This individual will collaborate directly with technical program managers and financial analysts to support all logistical, safety, and administrative functions, thereby enabling seamless operations in alignment with CORDC’s mission and strategic objectives.

QUALIFICATIONS

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management. Knowledge of shipping and lab organization logistics. Experience and ability to thrive in a fast-paced work environment with multiple overlapping projects, logistical needs, and multiple stakeholders.

• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Analytical and judgment skills to conduct troubleshooting and develop appropriate recommendations. Ability to work effectively with vendors, lab, shipboard and support personnel.

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. Broad knowledge of Human Resources and fiscal / budgetary policies and procedures.

• Solid knowledge of oceanographic instrumentation preparation, deployment, acquisition, and maintenance.

• Knowledge of the rules and regulations, processes, protocols and procedures for international shipping of large cargo and shipping containers. Experience with 3rd party freight forwarders.

• Knowledge of shipping logistics - import and export including manifest details - ECCN, ITAR, Harmonized Codes

• Basic knowledge of oceanography, oceanographic instrumentation, and oceanographic field practices.

• Strong interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Highly effective communication and presentation skills to convey complex information in a clear and concise manner to diverse groups. Demonstrated interpersonal skills including tact, diplomacy, flexibility and ability to work with a diverse population including persons from distinct cultural backgrounds.

• Experience effectively using multiple platforms for group organization, including Gmail and Google applications, group communication software such as Slack or the like, time-lining and project management software.

• Ability to use discretion and maintain confidentiality. Commitment to creating a positive, supportive and inclusive work environment.

• Strong skills in short-term planning, analysis, problem-solving, and customer service. Strong planning and management skills. Proven ability to multitask and work independently while effectively organizing and prioritizing a high volume of responsibilities to meet deadlines. Skilled at quickly adapting to changing priorities while exercising sound judgment and taking initiative.

SPECIAL CONDITIONS

• Offer of employment is contingent upon candidate clearing the background check process.

• Must have access to reliable transportation and maintain a valid CA drivers license.

• Occasional overtime and irregular hours required.

• Must be able to obtain and maintain a DOD security clearance as needed.

• Occasional travel, including foreign, may be needed to support logistics.

• Position is non-telecommuting, and requires an in-person presence to accomplish the tasks.