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

National Geographic•Washington, DC

21h•Hybrid

About The Position

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.

Requirements

2 years of professional work experience.
Experience in the non-profit and/or environmental sector is preferred but not required.
Experience or interest in travel logistics and finance
Excellent organizational skills with high attention to detail
Highly developed oral and written communication skills with competency in word processing and spreadsheet (Google Drive, Excel, Word, PowerPoint)
Ability to anticipate problems and find creative solutions to challenging situations
Strong interpersonal skills and ability to communicate professionally in a fast-paced, dynamic team environment
Ability to exercise good judgment and work with minimal instruction and supervision when necessary
Ability to maintain high standards of confidentiality
Strong personal and professional integrity
Proficient in basic computer programs (including Office suite, Google docs, etc)

Nice To Haves

Degree or experience in travel management, finance, program management, or logistics preferred
Spoken and/or written fluency in a second language preferred
Familiarity and/or comfort with Adobe Creative Suite, contract management software, budgeting software, or field operations planning preferred

Responsibilities

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.
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.
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.
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.
Coordinate printing materials such as agendas, brochures, and reports.
Support the development and execution of logistics for in-office team gatherings, meetings, VIP guest visits, in-country events, and full team retreat in collaboration with Program Operations and Strategy.
Support internal communications, scheduling, and team calendar, as needed.
Provide cross-departmental logistics support for events, virtually or in the field, as needed.

Benefits

medical, dental, and vision insurance
engaging and comprehensive wellness program
401(k) retirement savings plan with matching contributions after 6 months of employment
flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year)
10 days of sick leave
12 paid holidays and a paid winter break between December 25 and 31
paid parental leave, adoption and surrogacy expense reimbursement, fertility benefits
learning and development opportunities
Lifestyle Spending Account
pet adoption assistance and insurance
pre-tax transportation benefits with a generous employer subsidy
employer-paid life insurance and disability benefit
a variety of National Geographic discounts and perks