Virtual Meeting Specialist, Wildland Fire Science Program
About The Position
BSI is preparing a proposal to support the Joint Fire Science Program (JFSP), an interagency research and science delivery program governed by a board with representatives from the U.S. Wildland Fire Service, the U.S. Department of the Interior, and the USDA Forest Service. The JFSP Governing Board sets research priorities, funds peer-reviewed wildland fire science, and charts the program’s strategic direction. The Virtual Meeting Specialist will serve as the documentation and technology lead for the JFSP Governing Board and Executive Committee. The role supports Governing Board meetings and monthly calls, Executive Committee meetings and calls, and occasional Fire Science Exchange Network sessions. The specialist will operate virtual meeting platforms, accurately capture discussions and decisions, produce clear and well-edited notes on a tight timeline, and maintain ongoing records of decisions and action items. The position is remote in the U.S., with periodic travel to in-person meetings. It is a part-time 1099 consulting role estimated at about 250–410 hours per year, with heavier weeks around Board meetings. The position is contingent upon contract award.
Requirements
- At least 3 years of experience taking, editing, and distributing notes or minutes for large or high-level meetings.
- Understanding of wildland fire and research terminology, or a strong natural resources or science background that supports following technical discussions.
- Hands-on experience hosting interactive virtual meetings in Teams and Zoom, including polling and voting features.
- Ability to listen, capture information, and operate meeting technology simultaneously without losing accuracy.
- Excellent writing, editing, and organizational skills, with strong attention to detail.
- Ability to meet firm turnaround deadlines.
- Ability to travel to in-person meetings 2–3 times per year.
Nice To Haves
- Experience supporting federal advisory committees, governing boards, or interagency working groups.
- Familiarity with wildland fire or land management programs, including JFSP, USFS, DOI bureaus, or NWCG.
- Experience with Mural, Miro, Slido, Mentimeter, or similar engagement tools.
- Degree in natural resources, environmental science, communications, or a related field.
Responsibilities
- Host and manage Microsoft Teams and Zoom sessions, including breakout rooms, polling and voting, screen sharing, and support for remote attendees.
- Set up and run Mural or similar tools to display and capture participant input in real time.
- Take comprehensive notes during meetings and calls, capturing major discussion points, decisions, and action items.
- Deliver draft notes to the Program Office within 3 business days, coordinate edits with program staff, and distribute final notes to participants.
- Maintain a live decision and action log for participants to review during meetings.
- Assemble and distribute briefing packets and meeting materials.
- Track topics and agenda items across Governing Board and Executive Committee sessions over time.
- Support in-person meetings on site, including hybrid technology setup and testing.
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What This Job Offers
Job Type
Part-time
Education Level
No Education Listed
