Group Meeting Facilitator - HNRTC | Portland, OR - GSSC

This service supports Government, Public Sector and Infrastructure Sector clients and ProSidian Team Members work as part of the Engagement Team Cadre to provide HNRTC Facilitator/Administrative Assistant Support services on behalf of The Department of Energy, Richland Operations Office, is in need of general support services to support the Hanford Natural Resource Trustee Council (Council).

The Council consists of representatives (trustees) from two states, three tribes, and three federal agencies working cooperatively on a Natural Resource Damage Assessment of the Hanford Site in Washington State. Support is needed for full Council meetings, in person or via conference call, every two months. Support is also needed for a Senior Council meeting, workshops and special topics meetings (as identified in Meeting Summary Table).

The primary responsibility of The ProSidian Facilitator is to ensure Council meetings employ a fluid, consensus-based decision-making process, with all trustees’ concerns considered fully and equitably. The ProSidian Facilitator collaborates with the Council Chair (a position which rotates annually) to plan meetings and to organize meeting agendas.

The ProSidian Facilitator coordinates with the Administrative Assistant to provide all meeting support. The Team’s Administrative Assistant also supports the Council with other duties, such as custodian responsibilities for the Council’s website which includes document upload and implementing the protocol for the Administrative Record.  ***NOTE:  This role shall work remotely during COVID-19 and Travel/Report To Official Duty Station (713 Jadwin Ave, Richland, WA 99352) for in-person meetings.

Group Meeting Facilitator -  HNRTC | Portland, OR - GSSC Candidates shall work to support requirements for FY21-003: Hanford Natural Resource Trustee Council (HNRTC) Facilitation Support Swim Lanes and

The ProSidian Facilitator will perform the following duties:

LEAD | OVERSEE W/ RESPONSIBILITY FOR COORDINATION ACTIVITIES:

Coordinate with the Council Chair (or Vice Chair, as appropriate) prepare agendas for meetings (agenda topics are typically identified by the trustees during Council meetings but The ProSidian Facilitator is expected follow-up with trustees finalize meeting agendas and obtain meeting materials);

Develop meeting agendas and ensure all meeting materials received seven work days before meetings are compiled and distributed trustees later than five work days before meetings;

Ensure any additional meeting materials received 48 hours prior the meeting are emailed primary Trustees and uploaded not WebEx, Webinar, GoToMeeting, etc. for presentations/discussions by meeting participants before meeting commences;

Coordinate with and among trustees between meetings as necessary maximize meeting efficiency;

Identify challenges and issues on specific agenda topics requiring resolution as identified by Chair or Vice-Chair, and propose path forward on reaching resolution;

Work with the Council Chair (or Vice Chair, as appropriate) on a weekly basis develop a schedule of deadlines for The ProSidian Facilitator and trustees meet in preparation for each Council meeting;

LEAD | OVERSEE W/ RESPONSIBILITY FOR FACILITATION ACTIVITIES

Facilitate consensus-based decision-making in meetings and conference calls;

Ensure meetings occur in accordance with Council governance documents;

Administer the governance documents and work with trustees to resolve conflicts as necessary, during and outside of meetings;

Suggest meeting and discussion formats to promote consensus decision-making and to help move Trustees towards identifying common interests;

Attend all facilitated meetings in person unless otherwise agreed to with the Council Chair.

Ensure facilitation team remains neutral, and does not represent the interests of any trustee organization, in order to build trust.

LEAD | OVERSEE W/ RESPONSIBILITY FOR ACTIVITIES RELATED TO MEETING DOCUMENTATION

Provide facilitated meeting documentation;

Write and distribute to trustees a draft, brief written summary of key facilitated meeting aspects and outcomes (e.g., attendees, date, time, location, decisions) within five working days of the meeting, and then incorporate suggested edits received by trustees two weeks after the meeting and distribute the final written summary (“Executive Summary”) no later than three weeks after the meeting;

Create and maintain a rolling meeting discussion topics calendar and fiscal year meeting calendar;

Ensure resolutions and other Council work products are prepared and distributed following meetings within five working days of the meetings;

Maintain Council decision, action item, and resolution logs and update and distribute the logs within five working days following each Council meeting;

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.

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