Administrative Coordinator - HYBRID (Washington DC)

Administrative Coordinator

Job Location: Washington DC (Hybrid/1-2 days weekly onsite; 100% remote option not available for this opportunity)

Target Start Date: February 2024

Pay range: $50,000-$65,000 based on experience & education.

ICF is in search of an Operations Specialist to provide administrative and logistical support for Federal and international climate science policy and assessment as they relate to the Intergovernmental Panel on Climate Change Working Group III and the US Global Change Research Program.

Application Information

This is a term position through 30 April 2026, with the possibility of extension. Employment is through ICF, a global advisory and technology services provider.

Cover letter: Please include a summary indicating how you meet or exceed the minimum qualifications of the role and any relevant experience working in the Earth sciences. This role will collaborate with a diverse global team. Applicants currently not residing in the Washington DC metro area, please provide your relocation date to be considered. Relocation assistance not provided.

Overview

The U.S. Global Change Research Program (USGCRP) coordinates and integrates global change research and supporting activities conducted by 14 Federal agencies and departments, with the day-to-day operations facilitated by a National Coordination Office (NCO) administered by ICF. USGCRP is funding a Technical Support Unit (TSU) to provide technical and administrative services to Working Group III of the Intergovernmental Panel on Climate Change (IPCC), co-chaired by prominent scientists from the United States and Malaysia who are experts in mitigation science. The IPCC Seventh Assessment Report (AR7) cycle is a program priority, as are other initiatives such as the National Climate Assessment, National Nature Assessment, and other major deliverables that require routine administrative support.

Key Responsibilities

Supports IPCC TSU Operations:

• Provides internal communications and scheduling support to the TSU Head.

• Provides administrative assistance to the Co-Chairs and TSU at large.

• Provides meeting/logistical support:

  • Serves as TSU lead on remote meeting management and set-up, particularly for large virtual meetings (Zoom plenaries, breakouts, chapter sessions).

  • Plans and supports international scoping meetings, lead author meetings, workshops and expert meetings, and related activities.

  • Serves as conference manager and primary interface with local hosts, to include contract negotiations with vendors for specific meeting requirements.

  • Secures plenary, breakout, and chapter meeting spaces, and organizes special events (e.g., receptions, lunches).

  • Prepares registration materials such as badges, provides on-site support, and supervises/collaborates with staff provided by the local hosts.

• Helps administer the standard suite of USGCRP digital communications and collaboration tools.

• Maintains a contacts database.

• Procures office supplies, goods, and services.

• Serves as information resource and trainer for co-located ICF new hires.

• Undertakes other tasks at the direction of the TSU Head.

Supports International Assessment Travel:

• Coordinates and implements travel arrangements for U.S. experts.

• Troubleshoots issues associated with administration of international travel support.

• Monitors reimbursement tracking, processing travel reimbursement vouchers, archiving, and managing travel itineraries.

Supports the NCO:

• Supports managers and staff through a variety of tasks related to operations, communications, and audiovisual support.

• Assists the Operations Lead with meeting and logistical planning for the NCO.

• Assists the Operations Lead with providing in-person AV support during onsite meetings.

• Provides programmatic administrative support.

Minimum Qualifications:

• Bachelor's degree (plus 1 year of professional administrative service) or Associate’s degree (plus 3 years professional administrative service). Preference given to candidates with an Earth sciences background.

• US Citizenship

• Ability to travel (including international destinations).

Professional Skills:

• Strong oral and written communication skills, including the ability to acquire, interpret, and summarize information from a wide range of sources.

• Demonstrated skills in planning and organizing meetings, workshops, or other events.

• Ability to work both independently and as part of a profess