Corporate Services Program Associate - Great Lakes Fishery Commission

The Great Lakes Fishery Commission (GLFC) has two primary responsibilities: 1) To develop coordinated programs of research on the Great Lakes to recommend measures which will permit the maximum sustained productivity of stocks of fish of common concern; and 2) To formulate and implement a program to eradicate or minimize sea lamprey populations in the Great Lakes. The Great Lakes Fisheries Act authorized the appointment of advisors to the U.S. Section of the Commission to examine and be heard on all proposed recommendations, programs, and activities relating to the lake they represent. The U.S. Section appoints advisors from each lake from a list provided by the Great Lakes state governors. The Commission executes its management responsibilities with a Secretariat staff located in Ann Arbor, Michigan. The Secretariat serves as the primary interface between the Commission and those with whom the Commission interacts, directs program and business management efforts, and provides decision support on a wide range of issues.

GLFC is seeking a full-time Corporate Services Program Associate who will have a variety of administrative responsibilities. Reporting to the Director of Corporate Services, this team member has the opportunity to work two days per week in the Ann Arbor office and three days remotely, after successful completion of the training period.

10-12 days of annual travel are required to plan and provide support for off-site conferences and meetings.

Primary Responsibilities

• Serve as the Commissions' hospitality representative for on-site meetings; hosts guests, prepares conference rooms and orders refreshments.
• Oversees planning and day-of logistics for off-site meetings; site selection, coordinating arrangements, vendor negotiations, printing materials, operating A/V equipment, organizing meals and social functions.
• Manages an active calendar of appointments for the Executive Secretary.
• Prepares correspondence; proofreads and edits documents for grammar, spelling, punctuation, and conformance to required formats.
• Manages incoming and ongoing mail; coordinates mass mailings in cost-effective manner.
• Communicates directly, and on behalf of the Director of Corporate Services, with Commissioners, board members, partners, secretariat staff, and others, on matters related to the programmatic initiatives.
• Compiles minutes for Board meetings.
• Coordinates with presenters to ensure procedures for presentation formatting, deadlines, and submission are followed correctly; collects all materials including briefing items, presentations, and handouts for minutes before, during and after meetings and follows up accordingly.
• Manages/orders appropriate levels of office supplies; procures services (i.e., framing, paper shredding, nameplate engraving); coordinates procurement of specialty/logo items (i.e., embroidered logo polo shirts, mugs, and jackets).
• Serves as the Commission's resident expert on videoconferencing software, including Zoom and Microsoft Teams; maintains licenses for Zoom for all directorates; assists staff and partners with using Zoom where necessary.
• Maintains office and meeting support equipment (i.e. projectors, meeting laptops, videoconferencing hardware (e.g., Meeting Owls), cords and cables, microphone systems, comfort monitors and stands, and screens and easels); researches and recommends purchases/upgrades for these items.
• With Internal Operations Manager, maintains office in safe working order, including copy room, conference room, library, and basement; oversees general maintenance and efficient operation of commission facilities.
• Makes detailed travel plans for the Director of Corporate Services including arranging the itineraries and agendas, and compiling documents for travel-related meetings.
• Arranges travel for staff, advisor, and cooperator including cost effective integration of the use of rental vehicles in combination with coordinated staff use of GLFC vehicles through the use of a group calendar; troubleshoots staff travel.

Qualifications

• Prior administrative experience in an office environment
• Prior event planning/management and vendor negotiation experience
• Experience with A/V and other equipment set up and troubleshooting; presentation computer operation and management
• Well versed with utilizing and problem-solving online meeting platforms (Zoom/Teams)
• Skilled with laying out text, graphics, etc. for reports and publications and has knowledge of correct grammar, spelling, punctuation, and capitalization to prepare correspondence and reports
• Demonstrated capability for managing high-volume, high-quality work
• Skilled with communicating effectively with multiple personality types, individuals, and high-ranking officials
• Demonstrated ability anticipating staff needs
• Ability to manage multiple and diverse projects with different priorities and deadlines
• Demonstrated ability to utilize good judgment and independently problem-solving
• Ability to travel overnight 10-12 days per year

Current Openings for Corporate Services Program Associate Great Lakes Fishery Commission Jobs at Karen Andrews Group