Summary:

The primary focus of this work is planning and coordinating the Alaska Marine Science Symposium (AMSS).

The Alaska Marine Science Symposium, Alaska’s premier marine research conference, brings together scientists, educators, resource managers, students, and the interested public to showcase the latest marine research being conducted in Alaskan waters. In its 32nd year, more than 700 people attend this conference held annually during a one-week period in the month of January. Researchers present on topics that include oceanography, fishes and invertebrates, marine birds and mammals, human dimensions, and local traditional knowledge. The North Pacific Research Board (NPRB), along with several partners, hosts the annual AMSS in Anchorage, AK. This is a plenary format symposium with keynote speakers, plenary session presentations, poster sessions, and multiple workshops.

Under the direction of the Executive Director (ED) of the North Pacific Research Board, the contractor will be the lead NPRB staff member planning, organizing, and executing the annual Alaska Marine Science Symposium. Responsibilities include but are not limited to project management of all aspects of the event from securing and managing the venue and catering, engaging sponsors, developing the program, assisting with the web-based platform, and managing the budget, registration, subcomponent leads and volunteers.

This position is not to exceed 700 hours over the course of a year. Heavisest workload occurs in the fall/winter months leading up to and including AMSS. Work may be remote in the state of Alaska and may be conducted in the NPRB office as required or needed in a non-dedicated workspace.

This is an at-will employment position, non-exempt, part-time, seasonal, and eligible for overtime compensation. However, all overtime must be pre-approved by the ED. This position is not eligible to accrue leave or take paid holidays and is not eligible for retirement benefits.

Minimum Qualifications:

Demonstrated experience in event planning (e.g., conferences, workshops, symposia), as the lead or leading team member.

Desired Qualifications:

1) Associate degree, bachelor’s degree, and/or 2) Project Management certificate (PMP).

2) Excellent communications and customer service skills as the “face” of AMSS, working with partners at the federal, state, local, non-governmental, and private levels.

3) Ability to use discretion regarding all matters of official business of NPRB and AMSS, including information about personnel and financial information.

4) Experience with Microsoft Suite (Word, Excel, Teams) and CVENT (or similar) event platform.

Hours and Availability and Continuation:

1) The successful candidate will begin work immediately (late July – early August).

2) The employee must be available to work on site during the week of the symposium (late January) and the week leading up to the symposium.

3) A performance review will occur in February 2025.

Essential Tasks:

The employee will work with NPRB staff and associated staff from contributing institutions (e.g., Alaska Ocean Observing System (AOOS), Alaska SeaGrant) on event planning. Key decisions (date, venue, roles, format, program, keynotes, catering) will be discussed collaboratively with NPRB staff and the NPRB and Alaska Ocean Observing System organizing group, but with final approval by the ED.

Planning and Coordination:

• Interface with other sub-components including Poster Coordinator, Abstract Committee, Workshop Coordinator, Registration Lead, Student Awards Coordinator.
• Develop annual symposium planning timeline with milestones and deliverables for planning group.
• Provide guidance to NPRB Administrative Assistant for all AMSS duties that require their assistance.
• Maintain files associated with AMSS in SharePoint, Venue, and vendor management.
• Secure venue for the event and manage contracts based on decision of the coordinating committee.
• Secure and manage catering, A/V, volunteers, and other services for the event.
• Design exhibitor layout and communicate with exhibitors and sponsors.
• Communicate with presenters, exhibitors, sponsors, and participants throughout the process, with inquiries, receipts, invoices, guidelines, etc.
• Set up and maintain the CVENT event management platform and interface with CVENT staff as main point of contact.

Budget and Logistics:

• Manage and track contributions funding account.
• Report to ED on budget at least quarterly and more frequently in the 4 months ahead of the symposium.
• Conduct post-symposium audit.

Onsite Management and Coordination:

• Volunteers: Provide guidance and support, lead volunteer management, and scheduling (timekeeping, registration and poster set up and take down).
• Registration: lead set-up/tear down and manage web and onsite management.
• Order, collect and transport nametags, programs, marketing/promotional materials, etc. to the symposium.
• Serves as point of contact for coordinators/attendees to interface with venue/contractor staff to address any on-site needs.

Communications:

• Assist ED with preparing updates for the Founder’s Group.
• Assist Communications Director with online presence and marketing as needed.
• Communicate with all contributors and supporters (requests, follow up correspondence, thank you notes, etc.).
• Prepare regular updates to NPRB/AOOS organizing group at least once monthly between August and January (via email, Zoom, or in person).

Program Development:

• Prepare abstract submission website, engage with developers to troubleshoot or make improvements, provide support to users as needed.
• Abstract support: abstract notifications and tracking, book assistance, and compiling updates for NPRB staff on a regular basis for conference materials.

Other Skills and Abilities:

Excellent written and verbal communication skills are a must, ability to follow instructions, and work independently.

Physical Requirements:

Ability to lift and move 20 pounds. 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.

Salary Range: $32 - $39 per hour, depending on experience.

HOW TO APPLY:

Please submit your resume and a letter of interest to:

North Pacific Research Board

1007 W 3rd. Ave Suite 100

Anchorage, AK 99501

Email: lily.frey@nprb.org

DEADLINE TO APPLY: July 1, 2024

Option for Contractors - Request for Quotes:

Individual candidates or businesses may instead submit a fixed price bid for contract work. For more information on submitting a quote, please go to https://www.alaskamarinescience.org/about-us.

Job Types: Part-time, Seasonal, Temporary

Pay: $32.00 - $39.00 per hour

Expected hours: 10 – 50 per week

Benefits:

• Flexible schedule

Schedule:

• Evenings as needed
• Monday to Friday
• Weekends as needed

Work Location: Hybrid remote in Anchorage, AK 99501