Senior Logistics Associate (Head Start Monitoring)

Description

The Senior Logistics Associate (LA) supports the federal monitoring of Head Start and Early Head Start grant recipients. The Sr. LA is responsible for providing expert-level logistical planning, analytical support, and operational coordination to fulfill the Annual National Schedule. This role leverages extensive experience to anticipate needs, resolve logistical challenges, and ensure efficient execution of operational workflows. While the position does not include supervisory responsibilities or formal process ownership, it requires a high degree of professional judgment, technical proficiency, and the ability to independently manage complex assignments with minimal oversight.

MSG specializes in delivering innovative solutions in program management, training and technical assistance, research and evaluation, marketing and communications, and IT and digital services to a range of federal clients, including extensive experience with the Departments of Health and Human Services, Labor, and Education.

Core Duties And Responsibilities

• Independently plan and coordinate complex logistical activities involving multiple stakeholders, competing priorities, and dynamic timelines using tools such as Trip Circuit/Grasp Reporting, Concur, Conferma, Salesforce, and others.
• Anticipate operational constraints and recommend adjustments to ensure uninterrupted execution of program activities.
• Serve as a subject‑matter expert in logistics systems, tools, and workflows, providing situational guidance to colleagues without supervising staff.
• Contribute to the development and maintenance of the Annual National Schedule, including dates, staffing, and updates within the project’s government IT platform and across internal review trackers as needed.
• Act as an escalation point for non‑routine logistical challenges, applying professional judgment to resolve issues involving travel, scheduling, or operational continuity.
• Formulate accurate and complete Eligibility File Samples for all grants being monitored through the skillful utilization of the Eligibility Calculator and Program Enrollment Roster, interpreting federal guidance, and exercising professional judgement.
• Assess logistical data, identify emerging risks, and propose mitigation strategies to support efficient and compliant operations.
• Prepare advanced reports, summaries, and supporting documentation for internal leadership and cross-functional partners.
• Collaborate with internal teams to align logistical plans with program goals, compliance expectations, and operational dependencies.
• Recommend improvements in logistics workflows or system usage based on analysis of recurring issues or process gaps.
• Provide rotational weekend support from 8:00 AM to 10:00 PM ET to address travel emergencies and cancellations.
  
  

Daily Tasks

• Independently coordinate and approve complex travel logistics for review team members, evaluating multiple routing and cost scenarios to ensure compliance with federal guidelines and project priorities.
• Apply advanced professional judgment to validate team staffing decisions, proactively identifying gaps, availability conflicts, and specialized reviewer needs to ensure full and accurate assignments.
• Manage high‑volume email communications by assessing priority, determining appropriate response strategies, and resolving non‑routine inquiries with minimal oversight.
• Develop, refine, and maintain the weekly Reviewer Assignment/Travel Tracking Sheet, ensuring accuracy, usability, and alignment with evolving project requirements.
• Conduct advanced reviewer–review matching by analyzing availability, skill alignment, conflict‑of‑interest considerations, and operational constraints; independently identify and secure replacements when required.
• Collaborate cross‑functionally with project staff—including review managers and senior leaders—to provide expert logistical insight and ensure alignment with standard operating procedures and program needs.
• Review and validate post‑travel receipts and expense submissions, assessing compliance with federal cost principles and advising travelers on required corrections or additional documentation.
• Prepare clear, polished logistics summaries and operational updates for internal stakeholders and leadership; ensure timely and accurate posting to designated shared platforms.
• Download, verify, and complete file samples with meticulous attention to accuracy and compliance, applying senior-level judgment when interpreting requirements or identifying irregularities.
• Communicate effectively with reviewers throughout the review cycle, providing clear, knowledgeable guidance in writing and by phone, including resolution of nuanced or non‑standard questions.
• Apply updates to the Annual National Schedule within government IT systems and internal trackers, ensuring that adjustments reflect the most current operational data and programmatic considerations.
• Other duties as assigned.
  
  

Required Qualifications

• Five or more (5 ) years of experience in logistics, scheduling, or project coordination, including maintaining complex schedules and updating information in required systems.
• Demonstrated ability to independently manage and coordinate complex travel logistics requiring sound professional judgement.
• Strong analytical skills, including the ability to gather, organize, and track operational or recipient data accurately and on schedule; review data and identify discrepancies, gaps, and errors; and produce clear, well-structured documentation.
• Experience managing assignments, calendars, and availability for multiple stakeholders using commercial and proprietary software and IT systems.
• Strong written and interpersonal communication skills for preparing correspondence, formal notifications, and emails and handling professional conversations, with the ability to adapt information for various audiences.
• Advanced proficiency in Microsoft Suite and SharePoint.
• High level of accuracy and attention to detail with the ability to meet guidelines, perform accuracy checks, and manage a large volume of files, documentation, and tracking sheets efficiently.
• Proven ability to work independently in fast‑paced, multi‑tasking environments while maintaining strong organizational discipline.
• Ability to obtain Tier 2 IT security clearance through the Department of Health and Human Services Administration for Children and Families.
  
  

Preferred Qualifications

• Experience managing a shared or high‑volume inbox and routing inquiries promptly.
• Experience with OHS monitoring reviews and/or federal compliance frameworks.
• Experience with federal contracting.
• Experience providing informal guidance or serving as a resource to teammates without formal supervisory responsibility.
• Exposure to cross‑functional operational environments involving scheduling, coordination, or resource deployment.
• Proficiency in the following systems: Trip Circuit/Grasp Reporting; Concur; Conferma; and/or Salesforce.