Administrative Coordinator, Sr. - Facilities in McMurdo Station at PAE

Date Posted: 6/29/2020

Job Snapshot

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Job Description

Supporting the Most Exciting and Meaningful Missions in the World

Administrative Coordinator, Sr. - Facilities

GENERAL DUTIES (not all-inclusive):

  • Provides direct individual assistance and comprehensive administrative support to Facilities Maintenance managers, supervisors, engineers, foremen, tradespersons, various McMurdo departments, transient South Pole personnel, and Denver staff.
  • Manages process and information flow related to re/deploying Facilities personnel, including arrival packets, training schedules, required forms, directory updates, network permissions, database access, timesheet setup, and general orientation support.
  • Helps train and support new foremen with respect to their administrative tasks (weekly reports, monthly safety inspections, timesheet approval, meetings, etc.).
  • Collects weekly SITREP input from all foremen. Collates, edits, and forwards report for Facilities Management approval before submitting to Station Management
  • Provides ongoing direct timesheet support for Facilities tradespersons and approvers.
  • Creates training materials, forms, and processes to facilitate Quality and continuous improvement efforts.
  • Provides impromptu frontline tech-support, such as installing printer drivers, giving basic software instruction, and generally troubleshooting for all Building 175 office machines prior to initiating a helpdesk ticket.
  • Coordinates Building 175 office assignments for Facilities and related personnel, and ensures proper setup of workstation equipment and supplies.
  • Responsible for intermittent in-depth projects, such as staging the annual hazardous equipment inspection certificates and preparing calibration ERRs for Facilities equipment.
  • Assigns and tracks all Facilities pagers, issues keys, and manages lending inventory of cameras and engineering equipment.
  • Maintains Facilities permits archives and all safety documentation for individual and shop trainings.
  • Scans maps and drawings, makes large-format prints for various departments, and coordinates ongoing drafting changes in concert with Denver Documents Control.
  • Supervises daily Chalet operations. Manages and tracks Chalet Labor Allocations. Ensures subordinates understand their roles in the United States Antarctic Program (USAP), including Environmental, Safety and Health (ESH) and Quality Assurance requirements and goals. Maintains documentation as necessary to meet these requirements. Ensures National Science Foundation (NSF) and Antarctic Support Contract's (ASC) management administrative needs are tended to.
  • Manages ASC Station Manager's calendar and provides conference room scheduling support for the station. Maintains working informational folders and documents for ship and aircraft schedules, deployment schedules and personnel tracking, safety issues, and ASC operational templates.
  • Oversees on-ice tracking of USAP participants; production of the weekly Station Situation Report (SITREP); maintenance of emergency documentation, org. charts, and contact lists.
  • Manages short-term/transient office assignments.
  • Coordinates meetings and events as required by station management.Provides scheduling support to all departments for Building 175 conference rooms, and coordinates meetings as required by Facilities management.
  • Housekeeping and inventory responsibilities include regular ordering of Manages Morale Trip program.
  • Co-manages Training Tracker program in collaboration with ESH.
  • Edits, publishes, and distributes Station Guides and other seasonal documentation. Oversees the production, distribution and account updates for the New York Time Digest.
  • Orders and Coordinates office equipment and suppliesy inventory; .maintaining clean, organized, and well-stocked break and supply areas; scheduling “house mouse” duties; and ordering cleaning supplies.
  • Maintains a working knowledge of USAP activities and interagency relationships. Provides informational support to USAP participants and official visitors.
  • Maintains a proactive approach to problem solving and information gathering.
  • Interacts with others in a professional manner, whether by telephone, e-mail, or in-person.
  • Handles confidential matters in accordance with management policy.
  • Supports the achievement of the Antarctic Support Contract (ASC) and National Science Foundation (NSF) goals, metrics, and contractual commitments.
  • Complies with ASC and NSF policies, procedures, and record-keeping requirements.
  • Performs administrative and secretarial duties.
  • Prepares correspondence, meeting minutes and reports.
  • Maintains, controls, and/or distributes files, correspondence, policies/procedures, reports, and directives.
  • Responsible for implementing and maintaining a safe workplace program and ensuring that safety is the highest priority in the workplace.
  • Physical activities require standard office-based tasks (typing, etc.) and occasional lifting in accordance with current ESH policies.
  • Assist with Knowledge management program.
  • Performs other duties as required.


  • Bachelor's degree or successful completion of accredited secretarial program preferred; high school diploma or GED required.
  • A valid Driver's license
  • At least 4 years’ experience in a secretarial or administrative assistant position.
  • Previous operations, supervisory, project management, or hotel/resort experience preferred.
  • Must be multi-task oriented. Must have a solid working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook. 
  • Experience with Access or Project are extremely helpful.
  • Willingness and ability to deploy to Antarctica for extended periods is required.
  • Must be willing and able to lift and move items, parts, assemblies and equipment up to the safety regulation maximum.
  • Must be willing and able to perform physical activities including heavy lifting, climbing in and out of equipment, crawling, and working outdoors.
  • 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.
  • Must be able to legally obtain employment in the United States without sponsorship.

PAE is proud to be an Equal Opportunity Employer. Our 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.

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