Administrative Coordinator, Sr. 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.

Provides critical support for McMurdo Station Management . 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

GENERAL DUTIES (not all inclusive):

  • Conducts Arrival Briefings for all incoming personnel. 
  • Coordinates with the NSF Station Manager, the Lodging department and other presenters.
  • Communicates with on-site supervisors and POC’s regarding incoming passenger names and meetings times & locations.
  • Organizes and conducts New Person Orientation sessions designed specifically to provide new personnel with the resources they need to be able to navigate life in McMurdo.
  • Manages Employee of the Week program including diverse committee selection, receiving nominations, holding regular selection committee meetings, and scheduling the award presentation and community announcements.
  • Coordinates Peer Counseling program by recruiting a program POC and volunteers.  Conducts initial orientation and provides ongoing admin support to the program POC.
  • Coordinates Operations Lectures including collaborating with the Station Manager to identify presenters from operations groups, coordinating with the S&TPS Admin regarding scheduling & IT resources, providing the presenter with presentation guidance and admin support.
  • Manages Channel 12, ASC Management’s communications channel including monitoring, maintaining, editing, creating, and publishing informational slides.
  • Manages and tracks labor allocations.
  • 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.
  • Acts as the onsite Point of Contact (POC) to facilitate CORE training on station (this includes working with Trainers & reserving training venues.)
  • 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.
  • Manages Morale Trip program.
  • Co-manages Training Tracker program in collaboration with ESH.
  • Edits, publishes, and distributes Station Guides and other seasonal documentation.
  • 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 3 years’ experience in a secretarial or administrative assistant position.
  • Previous operations, supervisory, or project management, 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.
  • US citizenship or US Permanent Resident Status is required.

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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