Antarctic Administrative Coordinator

About the Role

This is an alternate position for the Antarctic Administrative Coordinator at McMurdo Station, supporting the National Science Foundation (NSF) through the Antarctic Support Contract (ASC) with Leidos. Employment is seasonal, only provided during the deployment period in Antarctica (approximately 20 weeks/year). Successful candidates must complete NSF-required physical and dental examinations for deployment.

Due to contract requirements, US Citizenship is mandatory. A Public Trust security clearance is required before the start date, which can take up to 4 months to obtain.

Responsibilities

• Provide comprehensive administrative and organizational support to ASC area management, senior leadership, and McMurdo Station functional areas.
• Actively support ASC programmatic goals, deliverables, metrics, and contractual obligations.
• Facilitate meetings, including scheduling and minute-taking.
• Serve as a key point of contact for ASC area and station management.
• Engage in proactive problem-solving, information management, and documentation.
• Maintain clear, timely, and professional communication with ASC, NSF, and external agency personnel.
• Manage confidential information, situations, and documentation with professionalism and adherence to all applicable policies, regulations, and laws.
• Perform standard office tasks and occasional lifting as per EH&S policies.
• Support the Emergency Operations Center (EOC) as a recorder on a rotating 24/7 on-call basis.
• Record, collate, edit, authorize, and distribute meeting minutes.
• Request, collate, edit, and publish station reports on a regular schedule.
• Review and edit policy and procedure documents.
• Update and distribute key informational products such as organizational charts, personnel rosters, and phone lists.
• Proactively manage office space allocation for ASC and subcontractors.
• Assist in tracking ongoing projects, station trainings, tasks, and deadlines, following up to ensure timely completion.
• Provide station orientations, tours, and support functions for newly arrived personnel and distinguished visitors.

Qualifications

• High school diploma and 5+ years of prior related experience.
• Excellent written and verbal communication skills, with demonstrated experience developing briefings.
• Familiarity with business, scientific, and/or military documentation and correspondence.
• Demonstrated professionalism, customer service focus, strong organizational and interpersonal skills.
• Proficiency in the Microsoft Office suite (MS Word, MS PowerPoint, Teams, Outlook, and MS Excel), with emphasis on word processing, presentation, and spreadsheet applications.
• Proficiency in Adobe Acrobat Pro.
• Experience administering processes that ensured security and integrity of confidential and/or controlled data in accordance with established procedures.

Physical and Other Requirements

• Willingness and ability to deploy to Antarctica for extended periods.
• Successful completion of Medical and Dental examinations required by the NSF for deployment.
• Successful completion of drug screening and background check by employer.
• Successful completion of Federal Background Check required by the NSF.
• Willingness and ability to lift and move items, parts, assemblies, and equipment up to the safety regulation maximum.
• Willingness and ability to perform physical activities including heavy lifting, climbing, crawling, and working outdoors in extreme cold.
• Participation in community programs (e.g., chores, cleaning, recycling, safety objectives).
• Ability to obtain and maintain facility credentials/authorization.

Preferred Qualifications

• Previous Antarctic deployment to McMurdo Station.
• Related experience in a scientific, government, DOE, or military office setting.

Key skills/competency

• Antarctic Administrative Support
• Meeting Facilitation
• Documentation Management
• Communication Skills
• Problem Solving
• Microsoft Office Suite Proficiency
• Confidentiality Management
• Organizational Skills
• NSF Protocol
• Emergency Operations Support