MARACOOS seeks a full-time Program Assistant to assist the Director of Engagement & External Affairs with administration and communications for MARACOOS and provide administrative support to the Executive Director of the IOOS Association. The ideal candidate is someone with an interest in coastal and ocean science and information with strong communications and organizational skills, an ability to work independently and with diverse people, and a willingness to perform the range of tasks necessary to make an organization operate smoothly and efficiently.
MARACOOS is a 501(c)3 regional association of partners that collect ocean and coastal data with the purpose to turn those data into information products that support jobs, the economy, safety and well being for the more than 78 million people living, working and recreating in and around the Mid-Atlantic region. With its headquarters located in Newark, DE and operating under the umbrella of the Delaware Environmental Institute at the University of Delaware, MARACOOS’ mission is “to power regional understanding and prediction of ocean and coastal systems in the Mid-Atlantic,” providing government-certified data and information products to advance a strong economy, health, and prosperity in the Mid-Atlantic. MARACOOS is one of eleven regional associations that make up the non-federal component of the U.S. Integrated Ocean Observing System (IOOS).
The IOOS Association:
The IOOS Association is a small non-profit organization that works with the eleven Regional Associations (RAs) that operate coastal observing systems as part of the Integrated Ocean Observing System (IOOS). Created by Congress in 2009, IOOS is a Federal-regional partnership that includes a system of federally operated assets and a network of regional observing systems that complement and enhance the federal program. NOAA is the lead agency for IOOS, coordinating the national and regional efforts. The IOOS Association operates as a quasi-trade association and works with the regions to address issues of mutual concerns and communicate the successes and opportunities of working regionally with Federal agencies and others in Washington, D.C. For more information, see http://www.ioosassociation.organd www.ioos.noaa.gov.
The Program Assistant will split his/her duties between MARACOOS and the IOOS Association, roughly 50/50, providing project and programmatic support, including internal and external communications, administrative assistance and specialized support to a variety of external members, partners and management personnel. The position will report to the Director of Engagement & External Affairs of MARACOOS, and the IOOS Association Executive Director (for IOOS Association business). Work will include assisting in all aspects of operating and maintaining small non-profit organizations with a primary responsibility for administration, outreach and communications.
Assist with fiscal responsibilities for multi-agency external funding including credit card allocations, budget preparation and monitoring program expenditures.
Assist in developing and scheduling program events in accordance with specifications and funding limitations.
Assist with coordinating off-campus events including logistics, scheduling, and participant communications.
Assist in developing and disseminating communication materials including articles, brochures, and newsletter content. Assist in maintaining online presence including website and social media.
Maintain stakeholder database and up-to-date contact lists.
Support the activities of MARACOOS staff and Board.
Serve as office manager and receptionist for MARACOOS office suite including supply ordering and coordination with building management company.
Communications and Outreach
Assist with developing compelling outreach material for the organization including newsletters, flyers, social media content and web stories.
Ensure that stories are posted regularly and that important resource documents and other information are easily accessible and up to date.
Assist with developing the IOOS Association quarterly e-newsletters, flyers and other outreach material.
This includes developing engaging content that is understandable to a lay audience and demonstrates how IOOS is making a difference.
This will include soliciting stories from the RAs and other sources, graphic layout and design and distribution that adheres to IOOS
Associations branding design guidelines.
Assist with creating, maintaining, and managing the Associations online presence, including website and social media.
Includes gathering and analyzing online metrics.
Organizes monthly conference calls with the regional outreach coordinators and the Program Office to discuss issues of mutual interest as part of the Outreach Committee.
Working with the Outreach Committee Chairs to prepare agendas, keep records and oversee follow-up actions.
Organizational Support and Board Management
Assist the Director with planning and staffing Board and its Committees, meeting logistics, assist in preparing briefing materials, agendas, minutes and other record keeping.
Provide staffing for two in-person meetings each year including logistics coordination, working with Steering Committee on agendas, organizing briefing materials, tracking participants, record keeping and other activities related to organizing an effective meeting.
Programmatic Support Ensure that all policies are up-to-date.
Ensure legal and financial / progress reports are submitted.
Maintain up-to-date contact lists.
Maintain record keeping, including legal records such as organizational policies, by-laws, employee handbook, evaluations, timesheets, 501c3 documents, electronic contact lists and organization of shared drives.
Perform miscellaneous job-related duties as assigned.
High School Diploma/GED and three years of administrative work experience.
Ability to think strategically and be highly self-motivated.
Knowledge of formal and informal educational best practices preferred.
Effective communications skills including writing and presentation.
Experience or willingness to learn software for posting content on web and distributing newsletters such as Constant Contact, DropBox, Microsoft, Adobe products preferably InDesign, social media outlets, and familiarity with Drupal content management software.
Understanding and interest in ocean, coastal and Great Lakes science, technology and information and knowledge of University policies and procedures preferred.
Ability to analyze and interpret financial data, make independent decisions and judgments in keeping with the level of the position. Experience with management of contracts and grants.
Familiarity with UD accounting system, PeopleSoft financials, UD grant policies and procedures preferred. Ability to prepare reports using reporting and analysis tools such as PeopleSoft Query, UData, and Cognos preferred.
Broad knowledge of University systems, policies and procedures as well as applicable federal and state regulations preferred.
Advanced skills in MS Excel and MS Word. Strong analytical and critical thinking skills. bility to make independent decisions and judgments.
Attention to detail, high level of accuracy, ability to multi-task and exceptional follow-through on tasks. Strong customer services skills.
Ability to communicate and interact well with people of all ages and diverse backgrounds.
Internal Number: 494608
About University of Delaware
The University of Delaware has a great tradition of excellence, from our roots extending back to a small private academy started in 1743, to the research-intensive, technologically advanced institution of today. Our alumni tell our story of achievement, from our first class, which included three signers of the Declaration of Independence and one signer of the U.S. Constitution, to the more than 154,000 living Blue Hens who are making vital contributions to the world. Vice President Joseph R. Biden Jr. and his wife, Jill, are both UD alumni. The University received its charter from the State of Delaware in 1833 and was designated one of the nation’s historic Land Grant colleges in 1867. Today, UD is a Land Grant, Sea Grant and Space Grant institution. The Carnegie Foundation for the Advancement of Teaching classifies UD as a research university with very high research activity—a designation accorded less than 3 percent of U.S. colleges and universities. UD ranks among the nation’s top 100 universities in federal R&D support for science and engineering. A state-assisted, privately governed institution, UD offers a broad range of degree programs: 3 associate programs, 147 bachelor’s p...rograms, 119 master's programs, 54 doctoral programs, and 15 dual graduate programs through our seven colleges and in collaboration with more than 70 research centers. Our student body encompasses more than 17,000 undergraduates, more than 3,600 graduate students and nearly 800 students in professional and continuing studies from across the country and around the globe. Our distinguished faculty includes internationally known authors, scientists and artists, among them a Nobel laureate, Guggenheim and Fulbright fellows, and members of the National Academy of Sciences, National Academy of Engineering and the American Association for the Advancement of Science. State-of-the-art facilities support UD's academic and public service activities. Our 146-foot coastal research vessel, Hugh R. Sharp—the most advanced in the U.S.—helps scientists across the region explore the sea. World-class figure skaters train at our High Performance Figure Skating Center. Partnerships with Nemours/A. I. du Pont Hospital for Children, Christiana Care and Thomas Jefferson University; the U.S. Army; Winterthur; Longwood Gardens and Hagley Museum offer unparalleled experiences in health sciences, defense research, art conservation, horticulture and history. The University is now transforming a 272-acre parcel, the site of a former auto assembly plant, into the Science, Technology and Advanced Research (STAR) Campus. Distinguished speaker series, symposia, 21 intercollegiate athletics programs and numerous intramural and club sports, more than 300 student organizations, concerts, exhibits and other arts and cultural activities enrich campus life.Thomas Jefferson once described Delaware as a "jewel" among states due to its strategic location on the East Coast, halfway between Washington, D.C., and New York City. Today, however, the location of Delaware's flagship university increasingly is invoked as "halfway between Los Angeles and London."In addition to our Georgian-inspired main campus in Newark, Del., UD has locations across the state--in Wilmington, Dover, Georgetown and Lewes. A thriving study-abroad program and expanding international partnerships further enhance our students' education as global citizens. We invite you to visit our campus or take our virtual tour today! http://video.realviewtv.com/education/udel/