Assistant Program Manager

A.I.S., Inc. (AIS) is a national scientific services firm supporting maritime activities requiring certification of compliance with environmental regulations as well as collecting data for use by Federal, State, Municipal, and other government agencies along the US coastline.

Primary Function:

AIS is seeking an Assistant Program Manager to help support the East Coast Fisheries Observer Programs.

Duties/Responsibilities:

• Acting as PM when PM is on leave or absent from the area.
• Working with PM and Recruitment Manager to update and administer the observer Recruitment and Retention Plan and Quality Assurance Plan.
• Helping the Talent Acquisition Manager and Recruiting Specialist with recruiting tasks when their resources are overextended. This could include but is not limited to reviewing candidates, completing interviews, and participating in the selection committee.
• Ensure that NMFS receives all requisite information for observer candidates within the required timeframes prior to the start of training.
• Interacting with observers to gauge their morale and provide support. This is accomplished through monthly conversations (at a minimum) with all observers.
• Observer support functions including but not limited to planning social events and assisting observers having difficulty adjusting to the observer lifestyle.
• Assists observers to achieve exemplary data quality. The APM is responsible for following up with observers who are placed on priority, pre-probation, or probationary status to discuss methods for removal from this status. Monitor late data submissions and follow-up with observers to ensure timely submission of data. Implement mitigation measures to reduce late trips when necessary.
• Coordinating observer debriefings when needed. This includes debriefings requested in person as well as six-month debriefings.
• Serve as the primary contact for observers prior to training once an offer letter is signed, during their initial training, and throughout the certification process. This includes calling each trainee after each certification trip to review their performance and ensure data submission expectations are clear and understood.
• Monitor trip clearance times for certification trips and follow-up with NMFS as needed to expedite observers’ clearance.
• Manage the observer mentorship program, including facilitating mentor trainings, checking-in with mentors and mentees, and further developing the program.
• Arrange transportation from ports ranging from Maine to North Carolina, including transporting observers or gear in company vehicle when needed.
• Facilitate logistical operations including booking car rentals, hotels, ferry, and parking.
• Assist with approval of weekly observer timesheets and QA/QC on timesheets done by coordinators.
• Document detailed minutes of NMFS, AIS and industry meetings.
• Expedite receipt of observer expense forms as needed.
• Assist with tracking of data quality bonus and other incentive programs.
• Assist employees with completing their TASS application.
• Track CPR/First Aid training expirations, Physical expirations, and council meeting attendance for observers.
• Serve as a member of the AIS Safety Committee
• Track expiration dates and schedule staff for refresher trainings
• Monitor Species Verification Photo requirements bi-monthly and send reports to AC’s
• Monitor late data submissions and follow-up with observers to ensure timely submission of data
• Sends employment packages to new observers containing information regarding what to expect during training as well as fish ID guides to begin studying. These packages also include logistic information
• Manage and cover for Administrative Assistant to assure all duties are on track.
• Attend trainings in person 2 times / week in Falmouth, MA when trainings are in session.
• Complete ASM Invoice monthly.
• Lead disciplinary meetings with coordinators and observers.
• Coordination of exiting observers and gear collection.
• Other administrative and operational duties as needed to address program needs when assigned by the Program Manager
• Other duties as determined by program needs

Compensation: Candidates will be paid a salary to be negotiated, and total compensation will vary depending on the employee’s level of experience. This is a full–time position. AIS benefits package includes health and dental insurance, vacation, sick and holiday benefits.

Minimum Qualifications:

• Bachelor’s degree with a minimum of 2 years of experience
• Strong communication and organizational skills
• Experience leading a geographically separated team.
• Experience with recruitment and retention
• Experience supporting NMFS/NOAA

Preferred Qualifications:

• Bachelor’s degree with a minimum of 4 years of experience.
• Previous Program Management experience
• Financial Management experience

Travel:

• Travel Estimated: 10%

Locations:

• 540 Hawthorn St. Dartmouth, MA 02747