PAE, Inc NSF Administrative Coordinator Senior in McMurdo Station, Antarctica

Supporting the Most Exciting and Meaningful Missions in the World

NSF Administrative Coordinator Senior

The Sr. Administrative Coordinator for the NSF provides a broad range of administrative support to division and top NSF representative on station

GENERAL DUTIES (not all inclusive):

  • Responsible for providing a broad range of administrative support to division and top NSF representative on station and is the personnel point of contact to include data entry, document creation and editing, reporting, arranging appointments, greeting visitors and answering phones

  • Maintains a proactive approach to problem solving and information gathering

  • Interacts with others in a professional and friendly manner, whether by telephone, e-mail, or in person

  • Will provide information, and training to employees and other visitors to the station

  • May have to interact with other divisions on sensitive matters in an appropriate, helpful, and timely manner

  • Handles confidential matters in accordance with management policy

  • Supports the achievement of goals, metrics, and contractual commitments

  • Complies with ASC and NSF policies, procedures, and record-keeping requirements

  • Physical activities require standard office-based tasks (typing, etc.) and occasional lifting in accordance with current Environmental, Health, and Safety (EH&S) policies

  • Performs other duties as required

  • May be required to work on special projects including the below:

  • Prepare welcome packets for Distinguished Visitors (DVs) and NSF Staff with relevant, updated materials

  • Review, amend, get clearances and distribute the itineraries for visiting DVs; coordinate activities with others including Lodging, South Pole, Air Services, Cargo, Shuttles, IT, Helicopter, Culinary Management, Scott Base (as needed) and other work centers

  • Organize shuttle service and luggage pick-up and delivery for senior NSF staff and DVs according to guidelines; prepare all relevant paperwork and instructions

  • Coordinate upcoming events with NSF staff on ice and in Washington and PAE staff in Christchurch and on ice

  • Take minutes at meetings and (after clearances), distribute

  • Be available 24/7 in the event of an Emergency Operations Center “all call”; role is to take hand written notes during the event which then become part of the official record of the incident

  • Train guides for the Historic Huts; organize tours; provide historic information; manage hut key check out; record visits and submit monthly activity reports; notify Scott Base in the event of any anomalies at the huts

  • Update NSF Admin Handbook to include procedures/processes and examples of expected products

  • Assist NSF staff, DVs and others as requested

Dorm 202 Responsibilities

  • Serve as RA for Dorm 202 and live in the building; organize cleaning activities for the second floor and downstairs lounge

  • Manage Dorm 202 key distribution for NSF Staff and DVs

  • Coordinate cleaning/bed making for NSF staff/DVs housed in Dorm 202 and/or Hut 10 with Lodging

  • Maintain and update a Communications Resource binder for the first floor residents of Dorm 202

REQUIREMENTS:

  • High School diploma or equivalent is required; Bachelor’s degree preferred

  • Minimum of four (4) years’ experience in a secretarial or administrative position is required with the ability to work within normal business protocols and guidelines

  • Previous deployment to Antarctic preferred

  • Strong organizational and verbal/written communications skills are required

  • Familiarity with standard forms of address for heads of state, elected officials, military and civilian dignitaries preferred

  • Must be proficient in Microsoft Excel, Word, PowerPoint, and Outlook

  • A working knowledge databases is preferred

  • Deployment to Antarctica for an extended period of time is required in this position

  • Complies with applicable safety, environment, health, and waste management policies and procedures

  • Must successfully complete the physical, dental and psychological (if applicable) examinations as required by the NSF for deploying to Antarctica

  • Must participate in community programs, such as “house-mouse” (chores), “daisy-picking” (cleaning-up around the station), recycling efforts & safety objectives

  • US citizenship or US Permanent Resident Status is required

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

PAE is a drug free workplace.

An Equal Opportunity Employer. PAE’s hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

EEO is the Law Poster at http://www1.eeoc.gov/employers/upload/eeocselfprint_poster.pdf

JOIN OUR TALENT NETWORK at http://www.jobs.net/jobs/pae/join

PAE is a leading provider of enduring support for the essential missions of the U.S. government, its allied partners and international organizations. With over 60 years of experience, PAE supports the execution of complex and critical missions by providing global logistics and stability operations, technical services and national security solutions to customers around the world. PAE has a workforce of approximately 15,000 people in over 60 countries on all seven continents and is headquartered in Arlington, VA.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at jobs@pae.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis.