Responsibilities
- Assist The ProSidian Facilitator in supporting Council meetings, Senior Council meeting, workshops and special topics meeting (as identified in Meeting Summary Table)
- Coordinate meeting logistics including, but not limited to, procuring meeting rooms and ensuring all necessary equipment and materials are available. Meetings are typically held in rooms provided by the hosting trustee organization; however, if host meeting rooms are unavailable, the administrative assistant will need to find a free or low-cost venue that will suit the needs of the Council
- Provide essential equipment (e.g., laptop, projector, conference phone, flip charts) and IT support (e.g., conference line, audiovisual web-based conference) needed to fulfill meeting objectives
- Capture key Council decisions and action items at meetings and share these with Facilitator for inclusion in the Executive Summary
- Arrange for occasional working lunches as needed
- Attend all facilitated meetings in person unless otherwise agreed to with the Council Chair
- Coordinate all travel arrangements to meeting venues for facilitation/administrative team as needed
- Provide administrative support for the Council on the following tasks within ten working days of receiving written request by Council Chair or Vice Chair
- Search Council documents (e.g., governance documents, executive summaries, logs) for specific information needed by request
- Work with the Council Chair to identify documents for the Administrative Record, prepare and distribute signature pages to Council
- Ensure Council governance documents are up-to-date
- Keep track of and remind Council of deadlines
- Keep Council contact list up to date
- Set up and maintain four group email lists for Council correspondence
- Maintain and act as custodian of the Council website (http://www.hanfordnrda.org/), including updating the Administrative Record as specified by the Council Chair
- Upload administrative records and other documents onto the website as needed
- Revise the public side of the website when directed by Council
- Save documents on the Council’s data management website (a second, non-public website), including but not limited to meeting packets, Executive Summaries, and decision and resolution logs
- Manage electronic file structure, as needed
- Become and stay informed of: Council meeting topics; governance documents including but not limited to the 2016 Memorandum of Agreement; Hanford Natural Resource Trustee Council By-Laws as Amended November 8, 2017; Hanford Natural Resource Trustee Council Operational Agreements; and current issues as directed by the Council Chair
Work Arrangement
Hybrid
Team
Structure: The ProSidian Facilitator collaborates with the Council Chair (a position which rotates annually) to plan meetings and organize meeting agendas. The Facilitator coordinates with the Administrative Assistant to provide all meeting support.
Additional Information
- This role shall work remotely during COVID-19
- Travel/Report To Official Duty Station (713 Jadwin Ave, Richland, WA 99352) for in-person meetings
- Candidates shall work to support requirements for FY21-003: Hanford Natural Resource Trustee Council (HNRTC) Facilitation Support Swim Lanes
