Coordinator, Program Operations, Pristine Seas (Science and Innovation) (Fixed-Term)

How You’ll Contribute

The National Geographic Society invests in a diverse, global community of National Geographic Explorers who are leading a new age of exploration in support of our mission: to illuminate and protect the wonder of our world through science, exploration, education, and storytelling. These bold individuals represent more than 140 countries, and their vast array of backgrounds, perspectives, and fields bring us to the far reaches of the globe.

Within NGS, the Science & Innovation team is a department that oversees the Society’s grant making efforts in science, conservation and technology, develops and manages major mission programs, and establishes programmatic partnerships with like-minded non-governmental organizations (NGOs).

Over the last twelve years, Pristine Seas, National Geographic’s flagship ocean conservation program has helped to inspire the protection of 26 of the last wild places in the ocean, encompassing more than 6 million square kilometers of ocean. We are seeking a Coordinator, Program Operations, Pristine Seas to support and scale our approach through 2030. Additionally, we aim to cultivate and expand a network of best-in-class partners to build a community of support for protected areas.

The Coordinator, Program Operations will report to the Director, Program Operations and support the Specialist and Manager, Program Operations in executing support of Program Operations travel logistics, payments, logistics, events, and providing overall administrative support across the Pristine Seas program.

This is a fixed-term role ending December 31, 2030.

Your Impact

Your Impact 

Responsibilities Include: 

Travel Logistics (30%)

• Support a clear and consistent process for Pristine Seas personnel booking travel, ensuring efficiency, cost-effectiveness, and compliance with NGS policies while maintaining safety, well being, and productivity for personnel.

• Identify and coordinate execution of bookings and reservations (visas, flights, hotels, ground transportation, etc) for team travel and VIP travel, in coordination with the PS team and travel agency, to support timely, efficient and safe travel for the Pristine Seas program.

• Track all expedition and scout related travel using Pristine Seas’ travel tracking system.

• Under the direction of the Director, support analysis of travel costs to inform budget owners locking in of dates and reasonable cost parameters for each expedition and scout.

• Coordinate visa application process for traveling personnel;
   

Processing and Tracking Invoices & Expense Reports (30%)

• Request and process all project related invoices via Workday for Pristine Seas’ Operations, Expeditions, Policy, Research, Education, and Media departments.

• Ensure accurate coding, proper format, and invoice details meet requirements of Accounts Payable (e.g. matching vendor information, dollar amounts, international conversions, payment terms, etc). 

• Ensure back-up documentation is provided and uploaded into Workday and meets requirements of Accounts Payable (e.g. executed agreements, etc). 

• Track all projected related invoices with Pristine Seas’ budget tracking system

• Manage, process, track, and reconcile Pristine Seas’ credit card purchases and executive travel expenses via Workday.

• Review all contractor expense reports prior to submission and ensure all receipts and expenses meet the NGS Travel & Expense Policy.

• Request additional information (receipts, statements, justification)  from traveler or vendor as requested by Accounts Payable.

Program Administration (20%)

• Collect and store required documents and information for staff and contractors participating in Pristine Seas programmatic activities.

• Coordinating with NGS Medical Office, NGS Legal and HR to collect records for the purpose of travel, diving, and boating activities, in accordance with National Geographic Data Privacy guidelines;

Logistics and Events (20%)

• Coordinate purchasing gear, equipment, and supplies for scouts and expeditions.

• Oversee team storage closet and management of supplies, including gear intake and maintaining inventory counts.

• Coordinate shipping of printed materials, apparel, and supply shipments for scouts and expeditions.

• Co