Administrative Coordinator 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

Administers the Grantee Redeployment program.  Works with the travel department to maintain current policies and procedures.  Works collaboratively with the other Administrative Coordinators to help provide support to McMurdo Station Management as well.

GENERAL DUTIES (not all-inclusive):

  • Coordinates US and International flag displays in accordance with proper protocols.  Provides certificates of flags flown for veterans and other station personnel as requested.
  • Updates work phone numbers on the Intranet Phone List.
  • Enters language proficiency data to Pipeline based on Arrival Brief sign-in sheets
  • Orders and coordinates office equipment and supply inventory.
  • Manage Party Pack approval request process.
  • Conducts Monthly Facilities inspection
  • Works collaboratively with the Chalet Admin, Sr. on the following:
    • Conducts Arrival Briefs as needed, backup to the Chalet Admin, Sr.
    • Assists with Channel 12, ASC Management’s communications channel, and ensures accurate, up to date informational is published.
  • Update Key Contacts, informational guides, station publications, and resource.
  • Orders and coordinates office equipment and supply inventory
  • Provides a broad range of administrative support to division
  • Specific duties may be assigned as appropriate by the department supervisor
  • Maintains a proactive approach to problem solving and informational gathering
  • Works on special projects, as required
  • May function as the personnel point of contact (POC) for the division. Provides information and training to employees
  • Performs data entry
  • Prepares and edits documents and reports
  • May arrange appointments, greets visitors and answers phones. May interact with other divisions on sensitive matters in an appropriate, helpful and timely manner
  • Interacts with others in a professional and friendly manner, whether by telephone, e-mail, or in person
  • 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 assigned


  • High School diploma or equivalent is required
  • Minimum of two years experience in a secretarial or administrative position is required
  • Strong organizational and verbal/written communications skills are required. Must be proficient in Microsoft Excel, Word, PowerPoint and Outlook. A working knowledge of databases is preferred.
  • 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 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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