Northwest Program Coordinator

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Location: Seattle, Washington
Department: Field Conservation Programs
Supervisor: Director of Northwest  Program

BASIC SUMMARY:

This position involves a wide variety of responsibilities supporting the programs and operations of Defenders of Wildlife’s Northwest Office.  Principal responsibilities include providing program, technical, financial and administrative assistance to the Director of the Northwest Program and other office staff; directing the design, production and implementation of outreach activities and special events; filling the role of office manager; and serving as a direct liaison to Defenders' D.C.–based staff, Defenders’ members, and the general public.  Since the Northwest Office is a newly established office, the coordinator, working with the Director, will be responsible for establishing the administrative systems and procedures for the office, consistent with national direction.

The Northwest Program Coordinator is expected to serve as a trouble-shooter to help workplans flow smoothly and contribute to reaching the goals of Defenders’ strategic plan, and accomplishing the objectives and activities in the plan.  Assignments are results-or goal-oriented, requiring substantial discretion on the part of the coordinator in determining how to meet the assigned goal (e.g. arranging events, supervising volunteers or generating grassroots support). This position combines program responsibilities with technical and administrative support.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

General Administrative Support:

  • Compiling documents; editing; photocopying; and faxing
  • Scheduling appointments and arranging travel for the Director of the Northwest Program and for other staff members as needed
  • Managing and distributing information to members, the public, and colleagues
  • Timely administration of contracts, check requests, reimbursement requests,, and other financial procedures
  • Maintaining and ordering office supplies and organizing office materials
  • Backing up computer files on server and monitoring backup system
  • Developing and updating an office procedure manual covering administrative duties
  • Developing systems to track grants, mailings, deadlines, etc. and utilizing these systems
  • Acting as office liaison to outside services such as property managers, equipment vendors and repair services

General Program and Technical Support:

  • Producing factsheets, educational materials, and letters
  • Representing the organization in meetings as needed
  • Writing and editing reports and proposals
  • Monitoring Defenders’ Webpages and ensuring that the Northwest program sites remain up to date
  • Researching specific conservation issues and preparing comprehensive background memos
  • Conducting Internet and library searches and telephone interviews
  • Assisting field staff with coexistence project research, coordination, and contracts.

Budgets and Accounting:

  • Working with the Director of the Northwest  Program and other staff to develop the office’s annual budgets
  • Monitoring and reconciling accounting statements
  • Entering office and field expenses into accounting software and monitoring budget compliance

Information Requests:

  • Responding to e-mails, letters and telephone calls from members and other interested parties requiring technical responses, and distributing Defenders' published reports

Meetings:

  • Coordinating scheduling and agendas for various meetings
  • Taking meeting notes and preparing formal or informal minutes as appropriate.
  • Representing Defenders at outside meetings or hearings

Activist Networking:

  • Assisting in production and distribution of activist alerts
  • Soliciting sign-ons from other environmental groups on coalition letters and collecting petitions as needed
  • Developing and maintaining databases and/or lists of conservation organizations, agencies, fax and e-mail distribution lists

Fundraising and Membership:

  • Helping develop and review fundraising and membership solicitation materials
  • Representing Defenders and soliciting membership at selected education events

Outreach Activities, Event and Activity Planning

  • Coordinating  events that further Defenders’ programmatic goals, benchmarks and budgets
  • Developing, producing and overseeing events such as conferences, public education fairs, lobbying days, open houses, and press conferences.
  • Coordinating staff and volunteer participation in events
  • Working directly with vendors, service providers and others to produce events

Reports and Publications:

  • Coordinating, editing, and proofreading quarterly reports and forwarding to the Headquarters office on timely basis
  • Coordinating printing, graphics, and production of large publications

Computer and Equipment Assistance:

  • Trouble-shooting problems with the computer and other office equipment, in conjunction with internal staff members and/or outside experts

Other Duties and Responsibilities:

  • Serving as a liaison with Headquarters and other field staff
  • Facilitating ongoing communications with field staff and monitor field staff's compliance with all administrative policies and procedures
  • Perform all other related duties as assigned.

QUALIFICATIONS:

  • Education: Bachelor’s degree (B.A./B.S.) or equivalent in related discipline.
  • Experience: 2+ years of administrative and programmatic experience; environmental experience is preferred.
  • An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.
  • Other:
  • Strong organizational and verbal communications skills
  • Excellent research, writing, and editing skills are required in order to assist with writing and editing of documents and publications 
  • Strong skills in the development and production of events.
  • Must be extremely well-organized, capable of juggling many different projects and tasks, maintain a high level of accuracy, and able to set priorities in consultation with other staff members 
  • Requires high level of computer literacy with advanced knowledge of Microsoft Word and willingness to learn new programs and features
  • Ability to manage grants and other financial accounts

PHYSICAL DEMANDS:

  • While performing the duties of this job, the employee is regularly required to use a computer and communicate with others while doing so.

WORK ENVIRONMENT:

  • General office working conditions, the noise level in the work environment is usually quiet.

HOW TO APPLY

Interested applicants please reference Northwest Program Coordinator position in your subject line and submit a letter of interest, along with your resume and salary history to us via e-mail at: HR@defenders.org

It is the policy of Defenders of Wildlife to provide equal employment opportunity to all qualified individuals without regard to their race, color, religion, national origin, sex, age, disability, or any other characteristic protected by law, in all personnel actions.

All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.