Administrative Coordinator, Senior at PAE

Administrative Coordinator, Senior

(Science & Technical Project Services) (Remote)US-CO-DenverUS-Remote

Supporting the Most Exciting and Meaningful Missions in the World

Administrative Coordinator, Senior (Science & Technical Project Services) (Remote)

The Sr. Administrative Coordinator position is an integral part of providing deployment assistance in a fast-paced environment supporting the United States Antarctic Program (USAP). This position acts as the liaison to work closely with the Science & Technical Project Services (S&TPS) department, Principal Investigators (PI), individual grantee participants and S&TPS Implementers. This position is also a conduit to work with other agencies within the USAP to include University Texas Medical Branch (UTMB) Antarctic Support Contract (ASC) travel, and other ASC work centers.

Position Responsibilities:

• Guides, documents, and trains process by which S&TPS can proactively assist grantees through the deployment process.
• Provides visibility to identify potential issues and recommendations for solutions.
• Provides support for the grantees and assigned implementers throughout the Physical Qualification (PQ) cycle from initial packet to final PQ determination.
• Provides support to ASC Travel by acting as a Point of Contact (POCs) and working closely with grantees throughout the entire deployment process.
• Acts as conduit for UTMB, ASC Travel or other departments to raise grantee deployment issues.
• Develops materials to answer frequently asked questions on the grantee deployment process.
• Generates weekly reports for S&TPS to highlight grantees who are not fully PQd or ready to ticket as part of the 21-day ticketing requirement.
• Stays current on UTMB PQ procedures, ASC Travel processes, and Pipeline.
• Works with the Pipeline System Manager to make recommendations for system modifications or enhancements that would benefit grantees.
• Verifies accuracy of data from POLAR ICE and PIPELINE (DEN-Grantee PIPELINE Requests) and Planners/Implementers to ensure date changes have been processed.
• Develops a matrix of POCs for the grantee deployment process across ASC work centers, UTMB, and National Science Foundation (NSF).
• Serves as a process analyst for S&TPS and develops flow charts or procedures to illustrate the grantee deployment process and the roles and responsibilities of the groups involved.
• Demonstrates discretion in keeping the grantee participant’s Personally Identifiable Information (PII) confidential.
• Uses judgement in contacting the PI’s, Implementers, or grantees directly to follow up on PQ or travel related issues.
• Advises S&TPS Management, Implementers, and Planners of grantee participants who will not meet deployment requirements in time for their scheduled ice flights.
• Makes independent decisions for adjusting ice dates based on estimated PQ completion and available schedule for CHC-MCM flights and the overall field plan.
• Acts on behalf of deployed Implementers to assist grantees with PQ and travel requirements.
• Maintains data touchpoints throughout the season.
• Reports on this data throughout the season and at the end of season to determine any trends that should be addressed.
• Monitors and documents any longer-than-usual processing times by the grantee, ASC or UTMB. Alerts teammates, if needed.
• Grantee Participant Service Representative (PSR). Creates Pipeline Billets, Contacts, Participant files, requests date of birth, and requests PQ packets.
• Procurement specialist (for field camp materials/assets) for the S&TPS project managers, FS&T, and surge support for other S&TPS departments during the procurement window.
• Tracks procurements in the system and provides background support during S&TPS staff deployments.
• Posts relevant documents to S&TPS SharePoint.
• May assist with meeting note taking and support for administrative/secretarial duties as asked and available.
• Performs other duties as required.

Required Education, Experience, Certificates and Licenses:

• High School diploma or equivalent is required.
• Three to five years administrative assistant experience is required.

Expected Skills and Competencies:

• Ability to organize and prioritize tasking while working effectively under pressure to set and meet deadlines
• Ability to work independently to get the job done.
• Superior customer service attitude and follow through
• Demonstrates planning, task organizing and execution skills.
• Experience must include detailed familiarity with data processing systems.
• Excellent analytical and critical thinking abilities.
• Strong interpersonal skills including ability to collaborate with teammates to include both internal and external customers.
• Excellent written and verbal communication skills and the ability to effectively deal with a variety of individuals and challenges.
• Competency with Microsoft software (WORD, Excel) and Adobe Acrobat required.
• Excellent organization and time management skills.
• Must be detail oriented.

Preferred:

• Prior program experience preferred.

Physical and/or Other Requirements:

• Valid Driver’s License issued in the United States
• Successful completion of federal background check required by the NSF

Benefits & Compensation:While benefits are subject to change, under our current benefits policy, this position offers the following benefits:

• PAE paid basic Life Insurance, Accidental Death & Dismemberment (AD&D), and Short-Term Disability insurance.
• Long-Term Disability insurance is offered for an additional employee-paid premium.
• Benefits are immediately available upon first date of hire.
• Employee Assistance Program (EAP) free services that include short-term counseling assistance & life management tools available for you and your eligible dependents
• Access to tax-advantaged plans, such as Flexible Spending Accounts for Medical and Dependent Care.
• Choice of medical and dental plans administered through Cigna.
• Dental options through Delta Dental to include a high or low option plan.
• Vision services are offered through Vision Service Plan.
• 401(k) options are available through Fidelity. After a year of full-time employment, there is an employer match of 50% of participant contributions up to first 6% of your pay.
• Eligible for 15 days of Paid Time Off (PTO) for 0-3 years. PTO is accrued on a weekly basis.
• PTO accrual increases to 20 days per year after four years of service. PTO increases to 25 days at 9 years of service.
• PAE recognizes 6 core holidays and allows 3 floating holidays per calendar year to be pro-rated based off of which quarter employment begins.
• Biweekly pay periods.

This position supports a Service Contract Act (SCA) where the hourly wage is determined by the Department of Labor (DOL). The hourly wage for this position is $$22.96 for Arapahoe County which may be eligible for health and welfare (H&W) fringe benefit rate as specified by the DOL and Area Wage Determination.

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.

Full timeR0069508About Us

For more than 60 years, PAE has tackled the world’s toughest challenges to deliver agile and steadfast solutions to the U.S. government and its allies. With more than 20,000 employees on all seven continents and in more than 70 countries, PAE delivers a broad range of operational support services to meet the critical needs of our clients. Our headquarters is in Falls Church, Virginia. Find us online at pae.com.