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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

This position supports a Service Contract Act (SCA) where the hourly wage is determined by the Department of Labor (DOL). The hourly wage range for this position is $22.00 - $31.69 which may be eligible for health and welfare (H&W) fringe benefit rate as specified by the DOL and Area Wage Determination.

Amentum is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, sex, sexual orientation, pregnancy (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, ancestry, United States military or veteran status, color, religion, creed, marital or domestic partner status, medical condition, genetic information, national origin, citizenship status, low-income 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. Learn more about your rights under Federal laws and supplemental language at Labor Laws Posters (https://postings.govdocs.com/#/vxSkbztPuAwwxfs) .