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Logistics and Project Management Specialist

2 months ago


Mountain View, California, United States BAER Institute Full time
Job Overview

Position Title: Project Coordinator

Classification: Exempt from the Fair Labor Standards Act (FLSA)

Role Summary:
This role is designated as a Project Coordinator within the BAER Institute, a non-profit entity dedicated to advancing research in earth and space sciences through collaboration with federal scientists, particularly at NASA AMES Research Center. The Project Coordinator collaborates with the NASA Earth Science Project Office (ESPO) team, which orchestrates scientific field campaigns on both national and international scales. This position is responsible for planning, communicating, and executing meeting and event logistics to facilitate projects and the mobilization of personnel, equipment, and supplies essential for scientific missions.

Reporting Structure:
Direct Supervisor: Dr. Robert Bergstrom, Director of Research at BAER Institute

Coordination with:
ESPO Director: Marilyn Vasques, NASA Ames Research Center

Key Responsibilities:
1. Plan, communicate, and execute project support tasks.
2. Organize mission deployment logistics (accommodations, transportation, contracts, procurement, orientation materials, etc.) and provide on-site assistance (setup and mission help desk support).
3. Deliver comprehensive communications, both written and verbal, to ensure all requirements are addressed.
4. Prepare agendas and document detailed meeting minutes and action items for teleconferences and in-person meetings.
5. Negotiate and establish contracts with hotels for meeting accommodations, acting as a liaison between scientists and hotel staff.
6. Travel domestically and internationally to support meetings.
7. Set up meeting technology (computers, projectors, audio systems, etc.) and distribute orientation or presentation materials to participants.
8. Serve as the primary contact for meeting logistics and deployment inquiries.
9. Maintain a roster of event participants and their contact details.
10. Review and edit documents and presentations.
11. Perform various clerical, administrative, and project setup tasks as needed.

Supervisory Role:
This position does not entail supervisory responsibilities.

Required Competencies:
- Exceptional verbal and written communication skills, with the ability to convey clear messages to all levels of personnel.
- Strong organizational skills, including effective time management and multitasking abilities.
- Proficiency in computer applications, particularly Mac OS, MS Office Suite (Word, Excel, PowerPoint), and the capability to manage a significant volume of requirements.
- Professional demeanor in customer relations across all personnel levels.
- Ability to handle sensitive information with discretion.
- Skills in project planning, attention to detail, and critical thinking.
- Self-motivated with a strong sense of initiative and follow-through.
- Capability to work independently as well as collaboratively within a team.
- Strong problem-solving and analytical skills.
- Willingness to travel extensively within the U.S. and internationally.
- A keen interest in scientific research is preferred.

Education and Experience Requirements:
- Bachelor’s degree or equivalent experience.
- At least three years of experience in planning, coordinating, and executing meeting support.

Travel Requirements:
This position necessitates extensive travel, both domestically and internationally, often lasting three weeks and occasionally up to 30 days. Overnight travel may comprise up to 40% of the time. Candidates must be U.S. citizens and eligible to obtain a passport.

Security Clearance:
Must successfully pass background checks for work with military, TSA, and State Department.

Additional Position Requirements:
Proficient in personal computers, email, and basic office software. Ability to learn basic computer network setup and configuration. Compliance with all NASA/BAERI training and regulations is mandatory.

Work Environment:
This position may involve moderate discomfort due to outdoor work or environments such as warehouses and airports, which may expose the employee to chemicals, fumes, temperature variations, humidity, or noise.

Physical Requirements:
Must be physically capable of assisting with the setup of tables, supplies, and other materials.