Logistics Coordinator

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  • Job Number:519717
  • Classification:Administrative Specialist 2
  • Grade:Grade 78
  • Work type:On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Fairbanks
  • School/Business unit:UAF Institute of Arctic Biology
  • Location:Fairbanks
  • Categories: Business/Accounting/Finance, Other, Research/Science/Grants

Position Summary:

The Toolik Field Station (TFS) at the Institute of Arctic Biology is seeking a motivated candidate to work in our Fairbanks logistics office as the Logistics Coordinator. TFS is a remote facility located 360 road miles north of Fairbanks on the rural Dalton Highway. The Logistics Coordinator is a key Fairbanks position organizing the transit of people and supplies to the field station, as well as facilitating their return. In support of arctic research, this position will work with a broad range of University departments and local vendors, arranging for supplies and samples to be shipped, and assuring the health of the fleet of Fairbanks-based vehicles. This job is FT year-round.

Duties:

10Compliance. This position ensures compliance with applicable laws and regulations concerning international shipments, hazardous materials shipping and storage, DOT regulations, internal UAF and Toolik Field Station logistical policies and other laws and regulations that pertain to TFS logistics. The position will maintain strong relationships with other UAF departments, the National Science Foundation and other resources to support meeting these requirements.Essential
10Reporting. The Logistics Coordinator prepares regular reports on activities of the logistics office, including procurement, shipping receiving, vehicle fleet information, and in-state travel.Essential
10Shipping and receiving. This position manages and performs shipping and receiving functions for Toolik Field Station. This includes logging and labeling of all freight between Fairbanks and TFS. The Logistics Coordinator maintains this information in an online tracking system, including working with the tracking system vendor to ensure its proper function. This position helps research projects from around the world to prepare shipments of sometimes technical and hazardous equipment to and from home institutions to Toolik Field Station.Essential
15Administration. The position helps coordinate complex logistical schedules involving multiple institutions and many variables. This position answers telephones, fields questions, assists visiting researchers with local support, and maintains storage areas.Essential
15Team Lead. This position leads the Expeditor and occasional Student Assistant positions. The Logistics Coordinator schedules and monitors tasks for the logistics department, including procurement, truck fleet operation, and shipping and receiving. This position is a key team member of the operational leadership of the station, which sets an example for the staff and participates in station operational and program planning. This position evaluates the effectiveness of TFS logistics and offers ideas and develops improved systems and procedures.Essential
20Management of TFS vehicle fleet. The TFS logistics office manages a fleet of around 10 NSF federally plated trucks, 4 UAF trucks, some IAB legacy trucks, and variable numbers of out of state project trucks. All trucks are operated on the remote and demanding Dalton Highway. This position schedules the operation of the truck fleet with approximately 100 round trips and hundreds of individual passengers on the Dalton Highway annually. This position coordinates the maintenance of the entire truck fleet. Preventative maintenance and repairs are contracted with local shops. Maintenance records are required to be maintained. The Logistics Coordinator performs driving orientations for all drivers of TFS vehicles with emphasis on Dalton Highway driving safety. This position maintains driving records as per federal insurance requirements.Essential
20Procurement of field station and project supplies. This position maintains, monitors, and operates an online ordering system used by multiple departments at TFS. This position receives procurement requests, determines the appropriateness of each entry, prioritizes requests, and procures or directs the procurement of field camp supplies. Procurement is preformed mostly through Procard transactions. Requests come from multiple departments, including maintenance, GIS, environmental monitoring, meteorological station, camp operations, and food service. Requests can be technical and complex in nature and require a technical understanding of each operation. This position will make routine transactions of less than $2,500 with regular transactions between $2,500 and $5,000 with approval of the supervisor. This position works with UAF Procurement and Contract Services on purchases and contracts. This position reconciles TFS procards (up to 10 cards) to ensure that purchases are charged to the correct accounts.Essential

KNOWLEDGE/SKILLS/ABILITIES:

This is a customer-facing role in a highly community and team-oriented environment. Required soft skills include interpersonal communication, active listening, creativity, adaptability, resourcefulness, conflict resolution, enthusiasm, dedication and interest in the Arctic. Applicants must be excited to work in a culturally diverse, inclusive, and responsive environment.

Broad technical knowledge of building systems, scientific equipment, vehicle maintenance and repair, and food service operations. Must be knowledgeable in all TFS department areas in order to direct procurement operations in each area and find effective substitute products.

Knowledge of vehicle operation, maintenance, and repair. Must be familiar with the operation of one ton trucks, including gas and diesel engines, 4 wheel drive operations, tire changing, and proper maintenance schedules. Must be able to drive and orient others in driving rural Alaska highways.

Knowledge of computer operation, e-mail, web FTP, spreadsheets, data entry and online tracking systems. Must be able to build and maintain spreadsheets and other online documents to track shipping and receiving, procurement, and build schedules for truck fleet operation. Must be able to learn and use
University of Alaska travel and procurement systems, including Pathway and Banner.

Skills in freight shipment preparation. Must be able to accurately direct high volumes of freight Must be knowledgeable of proper shipping methods and techniques including ground, air, and hazardous materials.

Must be able to learn all appropriate 49 CFR and IATA regulations.

Skills in records management. Must be able to maintain accurate credit card logs, travel logs, truck schedules, freight logs, and daily logs.

Strong organizational and planning abilities.

Ability to lead up to two employees. Must be able to direct, schedule, and monitor work assignments for the department.

Ability to communicate effectively, both orally and in writing, and to organize and present metrics, reports, and opinions.

Ability to exercise tact, diplomacy and and good judgment when dealing with people, in analyzing situations and making decisions.

Must be able to be certified in forklift operation.

Must be able to travel to the North Slope of Alaska and live and work with a variety of people in a close environment.

Ability to move/lift boxes of 70 lbs.

Ability to travel for up to two weeks at a time.

Ability to drive the Dalton highway without assistance between Fairbanks, Toolik Field Station, and Deadhorse, AK.

PREFERRED: Knowledge of 49 CFR Hazardous Materials Transportation and IATA shipping regulations. Knowledge of Banner system.

TYPICAL EXPERIENCE:

Requires an Associate's Degree and at least three (3) years of work experience or equivalent combination of training and experience related to logistics, procurement, truck fleet operation, and scientific field work or an equivalent combination of training and experience.

REQUIRED EDUCATION OR TRAINING:

An Associate's Degree and three (3) years of progressively responsible experience or an equivalent combination of training and experience.

Alaska Driver's license.

Mandatory UAF safety trainings.

PREFERRED: Alaska CDL.

This is a full-time, term-funded, Grade 78, minimum $23.84/hr, DOE, 12-month position complete with a competitive salary and UA employee benefits package. UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.

To apply for this position, please provide the following with your application materials:

  • Professional resume
  • Cover letter addressing qualifications
  • Reference list containing the contact information for three professional references

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

Review of applications will begin June 2, 2022. To ensure consideration in the initial review, please apply by 11:55PM AKST on 6/1/22. This position is open until filled.

UAF COVID REQUIREMENTS:

Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA or WHO authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.

*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.

 

Term Position:

This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.

Reasonable Accommodation Statement:

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace. University of Alaska campuses are Tobacco-Free.

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

Contact Information:

If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.

Advertised: Alaskan Daylight Time
Applications close:

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