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Logistics and Project Management Coordinator

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 functions as a Project Coordinator for the BAER Institute, a non-profit entity dedicated to advancing research in earth and space sciences through collaboration with federal scientists. The Project Coordinator collaborates with the NASA Earth Science Project Office (ESPO) team, which conducts scientific field campaigns on both national and international levels. The individual in 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 necessary for scientific missions.

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

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

Key Responsibilities:
1. Plan, communicate, and execute project support activities.
2. Manage mission deployment logistics, including accommodations, transportation, contracts, and orientation documentation.
3. Ensure comprehensive communication with scientists and management to meet all requirements.
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 provide logistical support for meetings.
7. Set up meeting equipment and distribute orientation or presentation materials to participants.
8. Serve as the primary contact for meeting logistics and deployment inquiries.
9. Maintain a database of event participants and their contact information.
10. Proofread documents and presentations as needed.
11. Perform various clerical, administrative, and project setup tasks as required.

Supervisory Duties:
This position does not include supervisory responsibilities.

Required Competencies:
- Exceptional verbal and written communication skills, capable of crafting clear messages for all personnel levels.
- Strong organizational abilities, including time management and multitasking skills.
- Proficiency in computer applications, particularly Mac OS, MS Office Suite (Word, Excel, PowerPoint), and adeptness in managing extensive requirements.
- Professional demeanor in customer relations, maintaining confidentiality and professionalism.
- Skills in project planning, attention to detail, and critical thinking.
- Self-motivated with the ability to work independently and collaboratively.
- Strong problem-solving and analytical capabilities.
- 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.
- At least three years of experience in planning, coordinating, and executing meeting support.

Travel Requirements:
This position necessitates significant travel, both domestically and internationally, with potential trips lasting up to three weeks or more. Overnight travel may account for 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 military, TSA, and State Department requirements.

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

Work Environment:
This role may involve moderate discomfort due to outdoor work or environments such as warehouses and airports, which may expose the individual to various conditions.

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