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

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 Mi