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Position Announcement: Administrative Assistant/Office Manager

Position Announcement: Administrative Assistant/Office Manager

Anchorage, AK 99501 US – Primary Location


Summary:

Under the general direction of the Executive Director (ED), the Administrative Assistant / Office Manager is responsible for providing executive level administrative assistance to the Executive Director, and administrative and programmatic support to the Board, Panels and staff of North Pacific Research Board (NPRB). In addition, this position will be responsible for operations, function, and safety of the office suite.

This position involves a moderate level of social engagement and interaction and requires at least 24 hours of the 32 (or 40) hours of work in the office, between the hours between 8:00 a.m. – 5:00 p.m. over 4 days between Monday and Friday. 

Minimum Qualifications:

Bachelor’s Degree and minimum of three years of experience in an administrative or executive assistant position; experience in a similar position may substitute for the educational requirement on a year-for-year basis.

Desired Qualifications:

Minimum of three years’ experience providing executive assistance and supervising office administration for a scientific or technical organization.

Primary Areas of Work and Examples of Duties:

Administrative Assistance

  1. Ensure smooth operation of NPRB’s day-to-day and longer-term business cycles by planning and coordinating logistics, drafting/filing documents, scheduling, and other office-wide needs.
  2. Procure office supplies and equipment.
  3. Review invoices and travel claims and submit for payment to NPRB’s fiscal agent. Retain an administrative record of documents forwarded to fiscal office.
  4. Assist ED with developing and tracking office-wide processes and projects.
  5. Develop agendas for staff meetings, take notes, document staff tasks and deadlines to facilitate coordination, and update shared calendar.
  6. Process timesheets and staff credit card reconciliations.
  7. Assist the ED with external communications.
  8. Assist ED with staff travel policies, planning and reimbursement.

Board, Panel, and Committee Support

  1. Organize meeting logistics, such as hotel and catering contracts.
  2. Format meeting documents and build web-based electronic agendas for Board and Panel meetings.
  3. Attend meetings to take notes, provide technical support, and manage catering.
  4. Assist Board, Panels, guests, and Graduate Student Research Award (GSRA) students with travel claims.
  5. On-site meeting preparation, organization, and clean-up.
  6. Maintain records for Board and Panel membership and attendance.
  7. Manage and maintain meeting calendar.
  8. Operate audio visual equipment during meetings and provide technical assistance to meeting participants.

Office Management

  1. As NPRB is the primary lessee, work with ED and as primary office point of contact (POC) for communications about office organization, protocols and procedures for shared use, and safety measures.
  2. Schedule routine maintenance of the office suite and coordinate cleaning and repairs.
  3. Maintain sublessee records and contact information.
  4. Order shared supplies and ensure they are stocked appropriately (e.g., water, paper, supplies).
  5. Maintain list of contracts for office services and process invoices.
  6. Maintain office equipment such as the printer and postage machines.
  7. Interface with property managers to address building issues and needs.
  8. Work with IT provider to ensure normal operations of Microsoft Office 365 (SharePoint, Teams, Outlook, etc.).

Program Support and Management Assistance

  1. Assist proposers to all NPRB research programs and users of NPRB online systems. Address issues or route questions to the appropriate program manager.
  2. Assist with proofing, editing, and formatting documents as needed, such as the biennial report, brochures, and meeting memos and minutes.
  3. Assist with subaward preparation and processes, if needed.
  4. Work with Science Director to manage NPRB Publication Library by maintaining a citations database and issuing NPRB publication numbers for peer-reviewed papers resulting from NPRB-funded research.
  5. Assist with communications projects, including annual photo contest, calendars, mailings, announcements, website updates, production of materials, and other tasks as needed.
  6. Assist program managers with meeting logistics, travel arrangements, and meeting support for occasional meetings specific to NPRB programs.

 Alaska Marine Science Symposium (AMSS)

  1. Work with the AMSS coordinator as necessary to assist with communication, financial and logistics tasks.
  2. Take on any role necessary to help at the event.

 Knowledge, Skills, and Abilities:

  1. Ability to act as ambassador for the NPRB – providing a congenial, helpful customer relations experience for our partners, contractors, researchers, and community.
  2. Demonstrate the ability to use discretion regarding matters of official business regarding personnel actions, confidential information, acquisitions/bidding and personnel matters.
  3. Attention to detail to carefully proofread documents, travel claims, invoice payments and correspondence before materials are shared externally.
  4. Ability to plan, organize, prioritize, and evaluate projects and duties.
  5. Excellent writing skills, and advanced knowledge of English spelling and grammar.
  6. Ability to record spoken language quickly and accurately.
  7. Ability to communicate clearly and interact effectively and professionally with NPRB’s broad range of constituents, including Board and Panel members, researchers, partners, applicants, contractors, and the public.
  8. Ability to work independently with attention to detail and adherence to deadlines.
  9. Ability to easily adjust to changing situations.
  10. Ability to work with people from diverse backgrounds and educations in a small team environment.
  11. Ability to anticipate needs, remain flexible to changing needs, develop resourceful approaches to challenges and willingness to help.
  12. Proficient computer skills including strong working knowledge of Microsoft Word, Excel, Outlook, Power Point, SharePoint, and Teams, as well as Adobe Acrobat, Trello, and online communications platforms.
  13. Interest in or curiosity about marine science, knowledge of website development, reference software, and familiarity with federal grant processes are beneficial.
  14. General level of knowledge to operate meeting room audio/visual equipment.

Physical and Other Requirements:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Applicants should be willing to work occasional nights/weekends, and to travel to meetings or field sites as required.

Travel: 

Some travel is required – one trip to Seattle in March (typically) and some inter-Alaska travel on an irregular basis.  There is also opportunity to attend an Alaska marine research-related event as part of employee professional development and enrichment. 

APPLICATION DEADLINE:  12/29/2022

START DATE:  2/15/20223                             

PAY RATE: $59,800 – $63,731

Full-Time Position with Benefits

Please upload your resume, cover letter and letter of reference when you apply.

Must be able to pass background check.

Equal Employment Opportunity

Seeking Nominations for Advisory Panel Seats for Bering Sea and Arctic Regions

Seeking Nominations for Advisory Panel Seats for Bering Sea and Arctic Regions

The North Pacific Research Board seeks applications to fill two seats on its Advisory Panel. One designated seat will represent the Arctic Region and one designated seat will represent the Bering Sea and Aleutian Islands Region. 

The deadline for receipt of application materials is Wednesday, March 1, 2023.

The mission of the North Pacific Research Board (NPRB) is to develop a comprehensive science program that will further our understanding of the North Pacific, Bering Sea, and Arctic Ocean ecosystems, inform effective management of fisheries, and help to sustain and enhance marine resources.

The NPRB Advisory Panel represents stakeholders, user groups, Alaska Native communities, and other interested groups and communities from the Pacific Arctic, Bering Sea, Aleutian Islands, and Gulf of Alaska. The NPRB Advisory Panel advises the Board in achieving its overall mission to improve understanding of marine ecosystems and to inform sustainable fisheries management. NPRB Advisory Panel input shapes research and outreach programs, including identifying research priorities, advising programmatic development, evaluating communications and outreach efforts, and reviewing proposals received by the Board.

The Board is committed to incorporating meaningful community involvement throughout its science program, from planning to oversight and review. The Advisory Panel has a significant advice-giving role, with active involvement in defining research questions and highlighting proposals with stakeholder relevance. To this end, nominations are sought from individuals with practical knowledge and experience specific to one or more of the large marine ecosystems in Alaska.

For more information, please refer to: https://nprb.org/nprb-leadership/

Appointments are for three-year terms, with a maximum of two consecutive terms.

The Advisory Panel meets twice each year for 2-3 days in Anchorage (April and September). While no pay is provided, the Board covers all expenses for travel, food, and lodging for non-federal panel members to attend panel meetings, and to attend the Alaska Marine Science Symposium, held in January each year in Anchorage.

The Board will consider the following attributes when making appointments to the Advisory Panel:

  • Candidates should be active, involved members of their community and/or industry to ensure the best and most relevant input into the Board.
  • Candidates should have a demonstrated ability to be objective in considering research activities and science planning.
  • Candidates should be committed to full and active participation at each meeting.
  • Candidates will be considered for their experience, rather than political clout or connection.
  • Candidates should be responsible and diligent in reporting on Board activities to their communities and facilitating engagement.
  • Candidates who reside in or maintain close connections to communities in the region are preferred.

The deadline for receipt of nomination materials is Wednesday, March 1, 2023. Nominations and self-nominations may be submitted by email to Matthew.Baker@nprb.org.

Nominations/Self-nominations must include:

  • A brief resume of not more than two pages;
  • Full contact information including phone number and email address; and
  • Three letters of reference.

Applicants will be considered and appointed by the Board at its May 2023 meeting. The new Advisory Panel members will begin their three-year term in September 2023.  The first meeting for this position would be in Anchorage on September 12-14, 2023.

Please note:

  • Attendance at panel meetings is critical to NPRB’s success. Applicants are asked to review the typical NPRB Advisory Panel meeting schedule to confirm it is compatible. The Advisory Panel typically meets the third week of April and the second or third week of September each year.
  • Conflict of Interest Policy. The Board and its panels follow conflict of interest procedures during the proposal selection process, requiring recusals and disclosures on individual proposals. Applicants are strongly encouraged to review the policy before putting their names forward.

For more information contact NPRB Science Director, Matthew.Baker@nprb.org or NPRB Executive Director, Lynn.Palensky@nprb.org. Please also visit the website at www.nprb.org for more information about the Board and its activities

Position Announcement: Administrative Assistant/Office Manager

EXTENDED: NPRB Seeks Nominations for its Advisory Panel by August 10th

New Solicitation for Two Seats on the Advisory Panel Bering Sea/Aleutian Islands Region & Arctic Region

Advisory Panel Announcement

The North Pacific Research Board seeks nominations and self-nominations to fill two seats on its Advisory Panel, one representing the Bering Sea and Aleutian Islands region and the second representing the Arctic Region. The deadline for receipt of nomination materials is Tuesday, August 10, 2021.

Advisory Panel Info

The Advisory Panel represents stakeholders, user groups, and other interested parties from regions within the Board’s purview: the Gulf of Alaska, the Bering Sea, and the Arctic, and one at-large seat. Appointments are for three-year terms, with a maximum of two consecutive terms. The seats currently vacant represent the Bering Sea/Aleutians and the Arctic Region. Nominees will be considered and appointed by the Board at its September 2021 meeting. The new Advisory Panel members will begin their three-year term in April 2022.

Advisory Panel members advise the Board on accomplishing its overall mission of fielding a high caliber, comprehensive research program that will: 1) improve our understanding of the Gulf of Alaska, Bering Sea and Aleutian Islands, and Arctic Ocean ecosystems and their fisheries, and 2) help to sustain and enhance marine resources. For more information see http://www.nprb.org/nprb/about-us/advisory-panel.

The Board believes it is important to incorporate meaningful community involvement throughout its science program, from planning to oversight and review. The Advisory Panel has a significant advice-giving role, with active involvement in setting research priorities and defining questions, as well as highlighting proposals with special stakeholder relevance. To this end, nominations are sought from individuals with practical knowledge and experience in one or more of these large marine ecosystems.

The Advisory Panel meets twice each year in Anchorage (April and September). While there is no pay involved with serving on the Advisory Panel, the Board covers expenses for travel, food, and lodging for members to attend panel meetings, and to attend the Alaska Marine Science Symposium, held in January each year in Anchorage.

The Board will consider the following when deciding on appointments to the Advisory Panel:

  • Candidates should have a demonstrated ability to be objective in considering research activities and science planning;
  • Candidates should be of top quality and caliber and be committed to full and active participation for each meeting during their term;
  • Candidates should be considered because of the experience they bring to the Board rather than their political clout or connection;
  • Candidates should be active, involved members of their local community, occupation, or community of interest to ensure the best and most pertinent input into the Board and likewise should be responsible and diligent in reporting on Board activities back to their communities.

The deadline for receipt of nomination materials is Tuesday, August 10, 2021. Nominations and self-nominations may be submitted to the Board by email to Kayla.Wagenfehr@nprb.org, or by regular mail to:
Nominations Committee
North Pacific Research Board
1007 West 3rd Avenue, Suite 100
Anchorage, AK 99501

Nominations and self-nominations must include:

  • A brief resume of not more than three pages; and
  • Full contact information including phone number and email address.

Optional but preferred:

  • Up to three letters of reference may be submitted by the deadline.

Please Note:

  • Attendance at panel meetings is critical to NPRB’s success. Nominees and self-nominees are asked to take a close look at their calendars to see if the typical Advisory Panel meeting schedule is compatible with theirs. The Advisory Panel typically meets the third week of April and the second or third week of September every year.
  • Conflict of Interest Policy. The Board and its panels follow conflict of interest procedures (available here) during the proposal selection process, requiring recusals and disclosures on individual proposals. Nominees and self-nominees are strongly encouraged to review the policy before putting their names forward. For more information, contact the Executive Director, Lynn Palensky (Lynn.Palensky@nprb.org).

Please visit the Board’s website at www.nprb.org for more information about the Board and its activities.

NPRB Announces New RFP for Arctic IERP Synthesis and Northern Bering Sea Assessement

NPRB Announces New RFP for Arctic IERP Synthesis and Northern Bering Sea Assessement

NPRB, in partnership with the North Slope Borough/Shell Baseline Studies Program, announces a Request for Proposals offering a total of $2.2 million to support the Synthesis Phase of the Arctic Integrated Ecosystem Research Program (IERP) and the Assessment Phase of a future IERP that will continue integrated ecosystem research in the Bering and Chukchi Seas, centered in the Northern Bering Sea.

NPRB will host an informational webinar to introduce the RFP and answer questions from the public. The informational webinar for the IERP Synthesis/Assessment RFP will be on Thursday, October 21 10-11 am AKDT. To join the webinar, follow this link: https://us02web.zoom.us/j/85665498520?pwd=c1o1OGJVTllQWWZWbzAzdUpMaVdnQT09

LEARN MORE HERE

EXTENDED: NPRB Seeks Nominations for its Advisory Panel by August 10th

New Solicitation for Two Seats on the Advisory Panel
Bering Sea/Aleutian Islands Region & Arctic Region

Advisory Panel Announcement

The North Pacific Research Board seeks nominations and self-nominations to fill two seats on its Advisory Panel, one representing the Bering Sea and Aleutian Islands region and the second representing the Arctic Region. The deadline for receipt of nomination materials is Tuesday, August 10, 2021.

Advisory Panel Info

The Advisory Panel represents stakeholders, user groups, and other interested parties from regions within the Board’s purview: the Gulf of Alaska, the Bering Sea, and the Arctic, and one at-large seat. Appointments are for three-year terms, with a maximum of two consecutive terms. The seats currently vacant represent the Bering Sea/Aleutians and the Arctic Region. Nominees will be considered and appointed by the Board at its September 2021 meeting. The new Advisory Panel members will begin their three-year term in April 2022.

Advisory Panel members advise the Board on accomplishing its overall mission of fielding a high-caliber, comprehensive research program that will: 1) improve our understanding of the Gulf of Alaska, Bering Sea, and Aleutian Islands, and Arctic Ocean ecosystems and their fisheries, and 2) help to sustain and enhance marine resources. For more information see http://www.nprb.org/nprb/about-us/advisory-panel.

The Board believes it is important to incorporate meaningful community involvement throughout its science program, from planning to oversight and review. The Advisory Panel has a significant advice-giving role, with active involvement in setting research priorities and defining questions, as well as highlighting proposals with special stakeholder relevance. To this end, nominations are sought from individuals with practical knowledge and experience in one or more of these large marine ecosystems.

The Advisory Panel meets twice each year in Anchorage (April and September). While there is no pay involved with serving on the Advisory Panel, the Board covers expenses for travel, food, and lodging for members to attend panel meetings, and to attend the Alaska Marine Science Symposium, held in January each year in Anchorage.

The Board will consider the following when deciding on appointments to the Advisory Panel:

Candidates should have a demonstrated ability to be objective in considering research activities and science planning;
Candidates should be of top quality and caliber and be committed to full and active participation for each meeting during their term;
Candidates should be considered because of the experience they bring to the Board rather than their political clout or connection;
Candidates should be active, involved members of their local community, occupation, or community of interest to ensure the best and most pertinent input to the Board and likewise should be responsible and diligent in reporting on Board activities back to their communities.

The deadline for receipt of nomination materials is Tuesday, August 10, 2021. Nominations and self-nominations may be submitted to the Board by email to Kayla.Wagenfehr@nprb.org, or by regular mail to:
Nominations Committee
North Pacific Research Board
1007 West 3rd Avenue, Suite 100
Anchorage, AK 99501

Nominations and self-nominations must include:

A brief resume of not more than three pages; and
Full contact information including phone number and email address.

Optional but preferred:

Up to three letters of reference may be submitted by the deadline.

Please Note:

Attendance at panel meetings is critical to NPRB’s success. Nominees and self-nominees are asked to take a close look at their calendars to see if the typical Advisory Panel meeting schedule is compatible with theirs. The Advisory Panel typically meets the third week of April and the second or third week of September every year.
Conflict of Interest Policy. The Board and its panels follow conflict of interest procedures (available here) during the proposal selection process, requiring recusals and disclosures on individual proposals. Nominees and self-nominees are strongly encouraged to review the policy before putting their names forward. For more information, contact the Executive Director, Lynn Palensky (Lynn.Palensky@nprb.org).

Please visit the Board’s website at www.nprb.org for more information about the Board and its activities.

WHo we are
GENERAL INFO

Established in 2001, NPRB is a marine research organization that supports pressing fishery management issues or marine ecosystem needs.

REPORTS & PUBLICATIONS

More than 600 peer-reviewed publications have been produced through NPRB-funded research. Browse our library and our reports here.

LEADERSHIP

NPRB comprises a 20 member Board, representing Federal, State, and other entitites while receiving advice from Science and Advisory Panels.

PARTNERSHIPS

Looking to partner with NPRB? NPRB welcomes partnerships to co-fund research in areas of common interest and across its programs.

OUTREACH & ENGAGEMENT

NPRB communicates and engages with a broad and diverse set of Alaskan stakeholders and audiences, from coastal communities to academia.

STAFF

NPRB staff support the Board, Science, and Advisory Panels for funding decisions, science priorities, recommendations, and program management.

Funding Available

The Core Program offers year-round funding with flexible rolling submission options.

SUBMIT YOUR RESEARCH PRIORITIES

NPRB staff begins developing draft research priorities for the Core Program in late July and August. Submit before July 2nd to be considered for the current year’s RFP development. 

Our Programs
INTEGRATED ECOSYSTEM PROGRAMS
SCIENCE FOUNDATION

NPRB maintains scientific programs designed to address pressing fishery management issues and Alaska marine ecosystem information needs.

CORE PROGRAM

NPRB supports a competitive, peer-reviewed annual request for proposal (RFP) process dedicated to marine research in Alaskan waters.

The Arctic Integrated Ecosystem Reserach Program looked at how physical changes in the ocean influence the flow of energy through the marine food web in the Bering Strait, Chukchi Sea, and western Beaufort Sea from 2017-2021.

OUTREACH PROGRAM

Supporting science communication, engagement, outreach, and education initiatives for all our research programs.

LONG-TERM MONITORING

This program supports new or existing time-series research that enhance the ability to understand the current state of marine ecosystems.

The Bering Sea Project, a partnership between the North Pacific Research Board and the National Science Foundation, sought to understand the impacts of climate change and dynamic sea ice cover on the eastern Bering Sea ecosystem.

INTEGRATED ECOSYSTEM RESEARCH

These are large-scale interdisciplinary ecosystem-based programs, requiring multiple agency coordination, collaboration, and investigation.

GRADUATE STUDENT RESEARCH AWARDS

NPRB supports next generation scientists, researchers, and resource managers to further their studies in relevant fields of marine science and to our mission.

The Gulf of Alaska Project tested three main hypotheses about the survival and recruitment of five focal groundfish species (Pacific cod, Pacific ocean perch, walleye pollock, arrowtooth flounder, sablefish) during their first year of life.

About NPRB
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