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Barataria-Terrebonne National Estuary Program

Office Coordinator
Position Description

Background and General Requirements

The Barataria-Terrebonne National Estuary Program is a unique and complex, multi-year program of the U.S. Environmental Protection Agency and the State of Louisiana's Louisiana Universities Marine Consortium (LUMCON). Essential to the effectiveness of the National Estuary Program is the significant participation of other state and federal agencies, local governments, university scientists, educators, and other citizens and stakeholders of the Barataria-Terrebonne estuarine complex.

During its initial five years, the program was tasked with developing a comprehensive regional restoration plan, the Comprehensive Conservation and Management Plan (CCMP), to address environmental issues. In 1996, the CCMP was formally approved by the State of Louisiana and the United States Environmental Protection Agency. Since 1996, the program has been coordinating the implementation of the 51 Action Plans of the CCMP with many different stakeholders.

To be effective, BTNEP personnel require a unique blend of talents and training. Each staff member is expected to serve as a central coordinator for the area of responsibility suggested by his or her particular job title. As coordinators of these various program activities within the National Estuary, BTNEP personnel must have the following attributes:
  • be knowledgeable on a broad range of topics,
  • have an in depth knowledge of their specific area of responsibility,
  • have an awareness of the activities and positions of other agencies and groups related to their assigned responsibilities with the BTNEP,
  • be effective at facilitating groups of scientists, educators, resource managers, and public representatives, and
  • possess an ability to guide these groups to consensus-based decisions.
BTNEP personnel must have strong interpersonal skills and a high degree of awareness and knowledge related to the responsibilities and position assigned by the Program Director.

Office Coordinator

The incumbent in this position serves under the supervision of the Program Director and is expected to coordinate and facilitate the efficient functioning of office administrative matters. The incumbent in this position serves as the administrative assistant to the Program Director and is usually the first contact between the Program Office and the general public, the Management Conference members and other local, state, national and international officials. The Office Coordinator is expected to be generally familiar with past and present projects and products of the BTNEP.

The Office Coordinator is also expected to be knowledgeable on a very broad range of administrative matters related to purchasing, payroll, property control, meeting planning, and database management. The incumbent operates a micro-computer in a Microsoft Windows environment, using software applications which include (but not limited to); WordPerfect, Microsoft Excel, Microsoft Access, Microsoft Word, Microsoft Explorer, Quark Xpress, Adobe PhotoShop and Microsoft Outlook (for e-mail operations). The Office Coordinator is expected to be knowledgeable of publication layout and printing techniques.

The incumbent in this position will play a principal role in the implementation of action plan SR-12, Distribution of Information Materials.

The responsibilities of the Office Coordinator include the following:
  • Screen all outgoing correspondence. This includes receiving and routing mail to the appropriate personnel for disposition. This incumbent is responsible for answering inquiries and preparing correspondence concerning information or assistance requests for the general public with regard to office policies and procedures.

  • Work with program staff and printer and layout contractors to edit drafts of printed publications;

  • Serve as the data and information distribution liaison for deliverables to federal, state, local, public and private entities. The incumbent is responsible for ensuring quality control of outgoing materials and correspondence to assure accuracy, consistency and conformance with State of Louisiana and LUMCON standards and procedures. The incumbent is also responsible for establishing office record keeping systems and procedures for the outreach products;

  • Prepare time sheets and payroll records for the Program Director, Senior Scientist, Formal Education Coordinator, Community Relations Coordinator, Habitat Enhancement Coordinator, Non-Point Source Pollution Coordinator, Invasive Species Program Coordinator, and student workers in the Program Office;

  • Express independent judgement, without prior approval, in coordinating the scheduling of important appointments for the Program Director and other professional staff in the Program Office; arrange trip itineraries for official business trips by program personnel. This includes coordinating and overseeing travel arrangements for all professional staff at the program office, including hotel accommodations, air travel, car rental, etc. Prepare travel reports for all personnel in program office. Maintain a log of all travel funded by BTNEP for EPA reporting purposes;

  • Maintain BTNEP files and central records; monitor office supply inventory and requisition office supplies and equipment approved by the Program Director, track requisitions; and arrange for printing and duplication services;

  • Maintain BTNEP database (consists of over 10,000 records). Produce reports and queries from database, such as labels for mass mail outs and Management Conference Directory. Maintain equipment inventory database and educational material database;

  • Coordinate all Program Office meetings, including staff meetings, Management Conference meetings, and teleconference meetings for action plan teams. Transcribe minutes from Management Conference and Action Plan meetings;

  • Supervise student workers and interns. Such supervision includes coordinating work assignments (database entry, publications distribution, and correspondence filing and distribution), make recommendations for revising procedures to improve efficiency.

  • Assist Program Staff in the preparation in reports required by EPA, including Semi-Annual Reports, Implementation Review, and Annual Workplans;

  • Provide and arrange for maintenance of all office equipment, including two state vehicles, copier, printers, fax machine and postage meter and scale;

  • Assist program staff in maintaining state and federal budget records.

  • Serve as liaison with universities including but not limited to Nicholls State University, Louisiana State University, and University of New Orleans and other state and national groups.

  • Provide support for IT staff; help monitor staff needs, assist staff with problem solving, and assist IT staff as requested.

  • Coordinate and/or assist with event planning.

  • Serve as technical/ grammatical reviewer for outgoing material.

  • Responsible for the coordination and maintenance of office fleet and mileage logs including three state automobiles, four boats, tractor, four-wheeler, and trailers.

  • Maintain and complete a yearly inventory of equipment and property including tagging of new equipment.

  • Serve as liaison with BTEF including its board and staff

  • And any other duties assigned by the Program Director.
Position to be filled by mid-July 2015.
Send resume to susan@btnep.org

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