Coordinator, Program Operations – Science and Innovation

National Geographic Society

Coordinator supporting travel logistics and administrative tasks for the Pristine Seas program at National Geographic Society. Ensuring compliance and efficiency in operations as they relate to expeditions and events.

Posted 4/30/2026full-timeWashington, DC • District of Columbia, Washington • 🇺🇸 United StatesJuniorMid-Level💰 $25 - $26 per hourWebsite

About the role

Key responsibilities & impact

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
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

Requirements

What you’ll need

Bachelor’s degree
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)

Benefits

Comp & perks

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) and 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

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

travel logisticsinvoice processingbudget trackingexpense reportingvisa coordinationcost analysisinventory managementproject managementschedulingevent logistics

Soft Skills

organizational skillsattention to detailoral communicationwritten communicationproblem-solvinginterpersonal skillsjudgmentconfidentialityintegritycreativity

Certifications

Bachelor's degree