ITD Administration & Outreach Coordinator

Founded in 1987 by the late David Packard, the Monterey Bay Aquarium Research Institute (MBARI) is a nonprofit oceanographic research center advancing marine science and engineering to understand our changing ocean. Located in Moss Landing, California, the heart of the Monterey Bay National Marine Sanctuary, MBARI offers ready access to the open ocean and deep sea. Ongoing research programs range across autonomous and remotely operated underwater vehicle systems, control technologies, ocean physics, chemistry, geology, biology, ocean instrumentation, and information management.

MBARI hosts approximately 200 employees, with shore facilities that include state‑of‑the‑art science and engineering laboratories, manufacturing and electrical fabrication shops, and dock facilities for MBARI vessels.

We are seeking an experienced professional to provide high‑level administrative support for the Information and Technology Dissemination (ITD) division. This role requires excellent organizational, communication, and multitasking skills as it spans the needs of a diverse group of programs in the areas of education, science communication, public outreach, library services, data management, and content dissemination. Reporting to the ITD Director, the ITD Administrator and Outreach Coordinator works as a key liaison among division members, other areas of MBARI, external colleagues from across the globe, and the public.

The position emphasizes providing specialized support for our various outreach, communication, and information dissemination endeavors. As such, in addition to ensuring smooth and efficient administrative operations, experience with written, digital, and printed content, organizing events, hosting guests, working on websites, and data organization, particularly in a research, technology, or communication field, are all highly desirable. The ideal candidate demonstrates the ability to effectively work with diverse groups of people and is detail‑oriented, adaptable to shifting priorities, open to learning new skills, and eager to work in a dynamic, ocean research and technology‑focused environment.

• Administration
• Assist the Director of ITD with administrative support and other activities and projects, as requested.
• Provide administrative support to all ITD groups, including Science Communication, Education, the Library, and the Video Lab. Duties may include assisting with schedules, data organization and archiving, budgets and purchasing, making travel arrangements, drafting contracts and agreements, preparing materials for distribution, managing subscriptions, and conducting errands.
• Organize, contribute to, and proofread a variety of divisional reports (e.g., executive summaries, board packets, strategic plans), web pages, publication lists, memoranda, agendas, and other written documentation in a timely and accurate manner.
• Coordinate meetings, accurately take minutes, distribute them to the appropriate personnel, and track action items in a timely manner.
• Support trainees, interns, fellows, and other incoming staff, and advise on institute best practices.
• Communication, Education, and Outreach – Support our education programs, including our annual internship and other early‑career programs (e.g., advertising, recruitment, processing applications, program administrative and logistical support); provide support to other unique education projects as necessary.
• Help coordinate our external speaker seminar series (e.g., scheduling, travel arrangements, onsite hosting and logistics).
• Support our Science Communication team; manage and attend weekly meetings; maintain related web pages; manage MBARI news calendar; organize content.
• Assist in coordinating, fulfilling, and licensing requests from media, production companies, and the public.
• Manage our digital asset repository of images, video footage, and graphics (e.g., troubleshoot technical issues; manage user licenses; manage and expand existing collections); help establish new collections of publicly available imagery for our website.
• Assist with the design, production, and maintenance of institute publications (e.g.,…