Woods Hole Oceanographic Institution is currently searching for a Marine Personnel Coordinator to join the Ship Operations and Human Resources Departments. This is a regular, full-time, exempt position, and is eligible for benefits.
The Marine Personnel Coordinator is responsible for all crew staffing for the Institution's research vessels and for managing and enforcing relevant employment and Human Resources policies and procedures affecting marine personnel. The coordinator plans and prepares long-range and short-range crew schedules. The coordinator is a liaison and major point of contact with masters, crew, payroll and human resources. Job duties require 24/7 readiness in response to critical staffing events.
Anticipates and plans crew staffing needs (rotation reliefs, replacements, etc.) by maintaining a close liaison with ships' masters, crew members and the Port Office. Maintains accurate vacation/rotation schedules. Ensures proper files are maintained on candidates for relief positions to facilitate timely response to staffing needs, both unexpected and planned and to ensure compliance with the Affirmative Action Plan. Maintains contact and liaison with sister institutions in the research community as well as other marine operators and schools. Works with Marine Operations Coordinator to facilitate scheduling of crew and logistics.
Responsible for conducting the recruitment, interviewing and hiring process for qualified crewmembers and related file maintenance. Conducts onboarding for new and rehired crewmembers, which includes authorization paperwork, physical examinations and drug tests, orientation and coordinating transportation to ship. Ensures Payroll and Human Resources receive accurate and timely information.
Responsible for the input and maintenance of marine crew data into the payroll and HRIS system, ensuring the data integrity by performing timely and accurate entry. This includes but is not limited to, new hires/re-hires, status changes, marine furloughs, terminations.
Identify and implement best practices for sourcing candidates and generating new leads for Marine Crew.
Utilize and accurately maintain Marine Crew positions in the Applicant Tracking System including reviewing applications, maintaining the disposition status of applications, and mining resumes from our applicant database.
Documents all related processes and procedures for assigned job duties.
Ability to respond quickly to various operational crises which may include, but are not limited to, illness, injury, failure of a crewmember to meet an obligation, failed drug tests, all of which are out of the control of the position but must be responded to in a timely and efficient manner.
Responsible for the Institution's random drug testing program. Ensures compliance with United States Coast Guard (USCG). Submits annual report to USCG. Coordinates the actions required by the USCG as well as US Customs Service to ensure that WHOI ships are considered "Drug Free".
Responsible for managing the performance management program of marine crew including ensuring responsible supervisors complete performance reviews on all shipboard (crew) personnel and documentation is added to personnel files.
Responsible for publishing and maintaining all revisions to the Marine Personnel Policies, Practices and Procedures Manual to ensure compliance with International Safety Management (ISM) Code. Monitors marine personnel processes in conjunction with all Institution policies and procedures, federal, state as well as appropriate USCG regulations to ensure all are followed.
Serves as the primary contact person ashore for marine crewmembers, management and family. Assist with interpretation of the Institution's policies and procedures as well as facilitating communication between crewmembers and families when emergencies occur. Work closely with the Human Resources Office to coordinate application of Institution benefit programs for marine crewmembers; processes and track expenses and insures compliance with plan designs.
Provides input for the annual budget process. This includes compensation surveys, travel expenses, salaries and benefits, safety and training. Tracks budget vs. actual for ship operation costs throughout the year and advises the supervisor of significant deviations.
Coordinates the shipboard safety program. Prepares quarterly accident/injury reports to University-National Oceanographic Laboratory System (UNOLS). Coordinates marine crew training programs and budget. Monitors crew training to ensure compliance with Standards of Training Certification and Watch keeping for Seafarers (STCW) and International Safety Management Standards. Provides advice relative to training needs of crewmembers.
Advises supervisor on all aspects of crew performance, regulations and policies.
Requires occasional evening and weekend work to include monitoring email and telephone.
As deemed necessary by supervisor
REQUIRED EDUCATION & EXPERIENCE:
College degree with minimum 3 years of employment or Human Resources experience; or Associate's degree with at least 5 years of related experience or equivalent combination of education and experience.
Requires broad understanding of marine personnel issues and regulations affecting marine employment and/or experience in general recruiting. Computer experience (database, spreadsheet, and word processing).
Requires excellent organizational and communication skills.
Physical duties for this position include but are not limited to, ability to lift 25-50 lbs. independently, 1-2 times per day; and carry 10-25 lbs., 1-2 times per day. Visual abilities to include near, far, depth perception, and ability to distinguish basic colors. Hearing requirements include the ability to hear and respond to instructions and communicate effectively. Other physical tasks include occasional standing/walking and reaching below the shoulders. This role is mostly sedentary. Other occupational requirements include talking, traveling, working around others, working with others, and working alone. Will be exposed to electrical/mechanical/power equipment hazards. This role requires prolonged work hours as projects may require. Physical duties are subject to change.
WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.
WHOI is committed to supporting a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. WHOI believes diversity, equity, and inclusion are essential components that support our academic excellence. We strive for a diverse and inclusive workforce, and encourage women, minorities, veterans and those with disabilities to apply. Who is an Affirmative Action/Equal Opportunity Employer. Applicants that require accommodation in the job application process are encouraged to contact the EEO Officer at firstname.lastname@example.org or at 508-289-2705 for assistance.
Additional Salary Information: £0 per year
Internal Number: 3608445
About Woods Hole Oceanographic Institution
Woods Hole Oceanographic Institution (WHOI) is the world's leading, non-profit organization dedicated to ocean science and engineering, exploration and education. Come join a diverse organization whose curiosity, creativity, and commitment help improve the world's understanding of the ocean's importance to the plant and to society. Experience a culture of excellence, dedication, innovation and discovery.
Please visit https://careers.whoi.edu for a listing of all of our openings and apply today!