Position Announcement: Administrative Assistant/Office Manager

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