At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission.  We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply.

Priority deadline for applications is July 7, 2025 at 8:00am PST. Due to the volume of incoming applications, the role may be closed earlier than July 7, 2025. 

Job Summary:

Under limited supervision, coordinate logistics and operations that support the needs of the sea otter rehabilitation and research program, and USCA coastal ecosystems research goals, including logistical and planning support for sea otter rehabilitation operations both onsite and with partners, database management, permitting and compliance, grant requests and reports, budgeting and accounting, and event planning. Perform other duties as required.

Core Activities: 

• Perform scientific data entry in a variety of software, including those in specialized formats like TRACKS. Work with sea otter care, research, and veterinary staff. 
• Review data entry for accuracy and conduct other data organization activities (e.g., creating data subsets, etc), as directed.
• Draft, revise, and renew all relevant permit applications and reports with feedback from the Sea Otter Program Manager to include those required for surrogacy transport, captive placement, research, USDA and AZA permits. Maintain multiple deadlines and requirements for renewal to ensure continuous and uninterrupted compliance.
• Process contracts, purchase orders, and vendor agreements; conduct purchasing of supplies including otter food and research equipment and manage invoicing; track expenses and produce regular reports as directed by the Sea Otter Program Manager.
• Coordinate budget information needs for grant requests.
• Track expenses and produce monthly reports to align annual budgets for SORAC and Coastal Ecosystem research programs with work plans and strategies.
• Provide administrative support for the expansion and maintenance of surrogacy partnerships and otter care operations including the administration of MOUs, communication strategies, and related construction and facility requests. 
• Plan and support facilitation of online and in-person meetings/events related to recovery and reintroduction of sea otters. Create agendas, manage invitations, take notes, and follow up on action items, in collaboration with Sea Otter Program Manager.
• Assist the sea otter research and program staff in planning and facilitating the annual volunteer appreciation event. Coordinate with volunteers services, aquarium events, and other department staff as needed in implementation.
• Organize partner and VIP/donor visits to the SORAC program facilities. Coordinate logistics with staff from Guest Experience, Animal Care, and other relevant departments. 
• Coordinate needs associated with short-term staff, including interns, fellows, and others (assist with recruitment, liaison with relevant Aquarium divisions and partner institutions, manage space and technical needs, assist with onboarding and separation, etc.).
• Represent the department on internal groups and committees, including those related to planning, budgeting, facilities, and operations.
• Reserve lodging, vehicles, and schedule other activities for off-site sea otter research and operations.
• Develop and maintain a calendar of program-relevant research and program events. Coordinate with departmental events.

Preferred Knowledge, Skills, & Abilities (KSAs):

• Minimum 5 years' experience in program or project management
• Minimum 3 years' experience in accounting and creating and tracking budgets
• Experience in event planning
• Experience in compliance tracking and reporting, particularly scientific permitting
• Interest in and knowledge of ocean conservation
• Expertise in project, data, and budget management programs and software
• Expertise in scientific data entry and quality assurance and control skills
• Excellent organizational and communication skills
• Excellent collaborative skills, especially in working with and maintaining positive relationships with internal colleagues and external partners
• Ability to work independently and within teams with a high degree of self-motivation, productivity, and dependability
• Bachelor's degree or equivalent combination of education, training, and experience
• Ability to work within and maintain Monterey Bay Aquarium's Core Values