Logistics and Project Management Coordinator

1 week 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)

Position Summary:
This role functions as a Project Coordinator for the Bay Area Environmental Research (BAER) Institute, a non-profit entity dedicated to facilitating research in earth and space sciences through collaboration with federal scientists, primarily associated with NASA. The Project Coordinator collaborates with the NASA Earth Science Project Office (ESPO) team, which conducts scientific field operations on both national and international levels. This position is responsible for planning, communicating, and executing meeting and event logistics to support various projects and the deployment of personnel, equipment, and supplies essential for scientific missions.

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

Collaboration:
ESPO Director: Marilyn Vasques, NASA Ames Research Center

Key Responsibilities:
1. Plan, communicate, and execute project support activities.
2. Provide comprehensive mission deployment planning, including logistics such as accommodations, transportation, contracts, and orientation documentation.
3. Deliver clear and detailed communications, both written and verbal, to ensure all requirements are met.
4. Prepare agendas and compile thorough meeting minutes and action items for teleconferences and in-person meetings.
5. Negotiate and arrange accommodations or meeting contracts with hotels, acting as a liaison between scientists and hotel staff.
6. Travel domestically and internationally to provide logistical support for meetings.
7. Set up meeting equipment (computers, projectors, audio systems) and distribute orientation or presentation materials to participants.
8. Serve as the primary contact for meeting logistics and deployment inquiries.
9. Maintain an updated list of event participants and their contact details.
10. Proofread documents and presentations for accuracy.
11. Perform various clerical, administrative, and project setup tasks as needed.

Supervisory Role:
This position does not include supervisory responsibilities.

Required Competencies:
- Excellent verbal and written communication skills, capable of crafting concise messages for diverse audiences.
- Strong organizational skills with effective time management and multitasking abilities.
- Proficiency in computer applications, particularly Mac systems, and MS Office Suite (Word, Excel, PowerPoint).
- Professional demeanor and tact in customer relations.
- Ability to manage confidential information with discretion.
- Strong project planning skills, attention to detail, and critical thinking capabilities.
- Self-motivated with a proactive approach and follow-through.
- Ability to work both independently and collaboratively within a team.
- Effective problem-solving and analytical skills.
- Willingness to travel extensively within the U.S. and internationally.
- A background or interest in scientific fields is preferred.

Education and Experience Requirements:
- Bachelor's degree or equivalent experience.
- A minimum of three years in planning, coordinating, and executing meeting support activities.

Travel Requirements:
This position necessitates significant domestic and international travel, often lasting three weeks and occasionally up to 30 days. Overnight travel may account for up to 40% of the time. Candidates must be U.S. citizens and able to obtain a passport.

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

Additional Position Requirements:
- Proficient in personal computer use, email, and basic office software. Ability to learn basic computer network configuration and setup is essential.
- Compliance with all NASA/BAER training and regulations is mandatory.
- Commitment to equal opportunity principles in all workplace activities is required.

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

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



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