Req #:
247919
Department:
OCEANOGRAPHY
Job Location:
Seattle Campus
Job Location Detail:
May be eligible for occasional remote work.
Posting Date:
07/16/2025
Closing Info:
Closes On 07/30/2025
Salary:
$5,500 - $6,498 per month
Other Compensation:
Limited Recruitment:
Open to Department employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.
Shift:
First Shift
Benefits:
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
Req #: 247919 Department: OCEANOGRAPHY Job Location: Seattle Campus Job Location Detail: May be eligible for occasional remote work. Posting Date: 07/16/2025 Closing Info: Closes On 07/30/2025 Salary: $5,500 - $6,498 per month Other Compensation: Limited Recruitment: Open to Department employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.
The School of Oceanography (SoO) - Marine Operations Program Operations Specialist is responsible for providing purchasing support, establishing positive relationships with vendors, coordinating on-call logistics at both domestic and international locations to support two research vessels and facilitate the success of UW Marine Operations. This position is vital to enabling the domestic and international science cruises completed by both ships by ensuring they are properly supplied with all necessary products (from medications, to paints, and scientific equipment).
DUTIES AND RESPONSIBILITIES
Program-wide Procurement - 50%
Establish and maintain relationships with vendors for efficient parts sourcing, expedited manufacturing, priority/expedited deliveries both domestic and international, imports/exports, and warranty service/replacements
Independently handle unforeseen issues that arise during the purchasing and shipping process, which often includes identifying and utilizing non-routine processes to meet the demands of the ship
Research purchase requests and obtain quotes from vendors in compliance with competition and timeline requirements
Research, identify, and purchase from alternative suppliers/vendors if shipment or service timelines are not within needs of the ship
Procure goods/supplies/services via credit card (Procard) and/or UW Purchase Orders as appropriate
Navigate BOL inspection of freight, check packing lists to invoices, update Google tracking sheet and associated Google drive for parts and receipts
Provide fiscal, purchasing, and related administrative assistance to Marine Operations staff
Logistics – 30%
Coordinate logistics for shipments, freight, and customs clearances with contracted vessel agent and ships’ personnel
On-call logistical support for the UW vessels- Problem solving any critical issues the ship has related to materials, machinery, or services. International and domestic support required
Coordinate/arrange shipments of materials/equipment/services as necessary
Prepare for shipping supplies/freight and associated paperwork (SLI, BOL, Commercial invoice, packing list in compliance with power of attorney designations, using Ships Agents, Controlled technology licenses, ECCN, CCL, Schedule B, EAR, ITAR, IATA, HAZMAT/ DG etc.) for international and domestic shipments.
Inventory Management – 10%
Maintain property records
Coordinate inventory removals to UW Surplus
Maintain inventory and storage of shoreside safety equipment and chemicals
Ships’ Courier – 5%
Act as ship's courier for Emergency Priority 1 materials, machinery, and services, without which the ship cannot sail. Can include domestic and international travel.
Pick up supplies/freight and deliver to UW Oceanography and/or UW vessels internationally or domestic
Process Improvement – 5%
Identify areas for program improvement and work closely with other Marine Operations staff to improve processes
MINIMUM REQUIREMENTS
Bachelor's degree in business or related field OR two years of related experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Skills utilizing Microsoft Office / Google suites (particularly Excel/GoogleSheets) and ability to learn new computing or software applications, including all UW-specific systems, as necessary for the job.
Proven ability to work independently, as well as in a team.
Excellent communication and interpersonal skills
Initiative and ability to evaluate the need for and to implement new procedures as necessary to ensure compliance and effective operations.
Must be able to be on the UW-Seattle campus at least 3 days a week during business hours [some telework permitted]; additional days in office will be required based on shipments
Commitment to supporting the mission of UW School of Oceanography and Marine Operations
DESIRED QUALIFICATIONS
Experience working with a variety of vendors in the marine industry
Experience working with customs brokers to clear shipments to/from US and International locations
Experience overseeing and tracking multiple procurements
Experience developing and implementing policy and procedures.
Experience with UW administrative systems (Workday).
Experience with collaboration software (Monday.com, Google Suite, Microsoft Teams, etc.)
Experience with the UW’s academic and research processes and infrastructure.
WORKING CONDITIONS
Deadlines for most work are imposed by the needs of the ship, where the ship is located, and how quickly products can be sourced and shipped. Most work is completed during typical business hours (8am-5pm Monday to Friday). However, work is sometimes required earlier or later in the day and on weekends. This can occur sporadically and without notice depending on the situation and needs of the ship. This position must be able to travel domestically and internationally with or without advanced notice.
Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
Open to Department employees only If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.
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