Logistics Coordinator - Toolik Field Station

Apply now Job no: 514813
Classification:Administrative Specialist 2
Grade:Grade 78
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Institute of Arctic Biology
Location: Fairbanks
Categories: Administrative/Personnel, Facilities/Skilled Trades

Position Summary:

Toolik Field Station is looking for a Logistics Coordinator. Toolik Field Station (TFS) is a premier remote field station located 360 miles north of Fairbanks off the Dalton highway. At TFS our mission is to inspire a greater scientific understanding of the Alaskan Arctic through the support of research and education. As a TFS staff member, you will be part of a team dedicated to providing and assisting in high-quality scientific investigation for a variety of projects. Currently, the station supports a diverse range of users from around the world with the camp population varying from 3 to 160 residents (over 400 individuals annually) throughout the year.  Do you have experience in logistics, freight, and shipping? Are you highly organized and detailed oriented and enjoy working in a fast paced, team environment? This position may be for you, for more information and to apply, please click the link above.

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
**This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings**
 
Toolik Field Station (TFS) is a premier remote field station located 360 miles north of Fairbanks off the Dalton highway. At TFS our mission is to inspire a greater scientific understanding of the Alaskan Arctic through the support of research and education. As a TFS staff member, you will be part of a team dedicated to providing and assisting in high-quality scientific investigation for a variety of projects. Currently, the station supports a diverse range of users from around the world with the camp population varying from 3 to 160 residents (over 400 individuals annually) throughout the year.  This is a Fairbanks based position with occasional travel to Toolik Field Station.
 
This is a full-time, Grade 78, minimum $23.60 hourly, DOE, 12-month position complete with a competitive salary and UA employee benefits package. This position is open until filled with the initial application review taking place on Monday, May 18, 2020.   To ensure your application is considered, apply by 11:55 pm, May 17, 2020 .  Applications received after this date may not be considered. A complete application will include a resume, cover letter, a current copy of driving record, and contact information for three professional references. Please address the minimum qualifications and requirements for the position (i.e. Associate's degree, valid driver's license / clear driving record, and prior experience) in cover letter. Incomplete applications may not be considered.

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 PaymentNet, Concur 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 regularly 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.

Required Experience, Education & Training:
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. An Alaska Driver's license is also required, with an Alaska CDL preferred.
 
Term Position:
This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.
 
Affirmative Action Statement:
UA is an AA/EO employer and educational institution and prohibits illegal discrimination 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 is a Drug Free Workplace
 
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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