Logistics/Project Coordinator

Job Description

Project Coordinator

Classification: Position is exempt from the Fair Labor Standards Act (FLSA)

Job Summary:

This position serves as a Project Coordinator for the Bay Area Environmental Research (BAER) Institute, a non-profit organization focused on enabling research in earth and space science through collaboration with federal scientists, primarily at the NASA AMES Research Center. The Project Coordinator works with the NASA Earth Science Project Office (ESPO) team that conducts scientific field campaigns, both national and international. The position plans, communicates and implements meeting and event activities to support projects and the deployment of personnel, equipment, and supplies required for national and international science missions.

Report to/Supervision Received:

Direct Supervisor: Dr. Robert Bergstrom, BAER Institute’s Director of Research

Guidance from and Coordination with:

ESPO Director: Marilyn Vasques, NASA Ames Research Center

Essential Functions:

Plan, communicate and implement project support duties.

Provide mission deployment planning (room blocks, transportation, contracts, purchases, orientation documentation etc.) and on-site support (support set up and provide mission help desk).

Provide detailed communications, both written and oral, to scientists and management to leave no requirement missed.

Provide agendas and compose comprehensive meeting minutes and actions for teleconferences and on-site meetings.

Negotiate and set up room blocks or meeting contracts with hotels. Responsible for researching various hotels in meeting locations, setting up contracts with hotel sales staff and serving as liaison between the scientists staying at the hotel and the hotel sales staff.

Travel both domestically and internationally to provide support for the meetings.

Set up meeting equipment (computers, projection equipment, audio, etc.) and compile and distribute any orientation or presentation information to participants.

Act as the main point of reference for most meeting logistics and deployment questions.

Maintain a list of event participants and contact information.

Proofread documents and presentations.

Other various clerical, administrative and project set up duties as required.

Supervisory Responsibility:

This position has no supervisory responsibilities.

Competencies Required:

Communication Proficiency - Impeccable verbal and written communication skills with the ability to create concise communications to all levels of personnel

Organizational Skills - Efficient time management, organizational and multi-tasking skills

Computer skills. Candidate must be Mac proficient with demonstrated email, MS Office (Word, Excel and Powerpoint) and the ability to collect, sort, track and communicate a great deal of requirements..

Customer Relations - Professional and tactful to all levels of personnel.

Ability to handle confidential and personal information in a professional manner.

Project planning, attention to detail and critical thinking

Self-starter - Initiative and follow through

Teamwork - Ability to work both independently and in a group

Time Management - Efficient time management, organizational and multi-tasking skills.

Problem Solving/Analysis

Must be able to travel extensively in US and overseas.

Interest in science is preferred.

Required Education and Experience:

Bachelor’s degree; or

Minimum of three years of experience planning, coordinating and executing meeting support.

Travel:

The position requires extensive and sometimes frequent U.S. and international travel, often 3 weeks in duration and occasionally for up to 30 days at a time. Required overnight travel may be as high as 40% of the time. Employee must be a U.S. citizen, and able to acquire a passport.

Security Clearance:

Must be able to pass personal background checks for working with the military, TSA, and the State Department.

Other Position Requirements:

Must have good working knowledge of personal computers, email, and basic office software. Also, employee must be able to learn basic computer network configuration and setup. Must maintain all NASA/BAERI required training and maintain compliance with all regulations.

Furthering organizational equal opportunity goals is a requirement of this position. The employee is responsible for applying equal opportunity principles in all individual, team, and work place activities.

Work Environment:

Position requires some moderate discomfort resulting from working outdoors, or in warehouse and airport environments, requiring exposure to chemicals, fumes, low/high temperatures, high humidity, or drafty or noisy conditions.

Physical Demands:

Must be physically fit and able to assist in physical set up of tables, supplies etc.