Type of Job
Sep 20, 2021
About the job
This professional-level position is responsible for providing administrative, technical, financial, communications and research assistance to the Director of the Northwest Program and other staff. The Northwest Coordinator functions as office manager by establishing and executing administrative systems and procedures for the office consistent with national direction; and serving as a direct liaison to Defenders' headquarters’ administrative, development and financial staff. The Northwest Coordinator must utilize a general knowledge of all programs and projects within the Northwest Program in order to assist the Director with oversight, implementation of works plans and compliance with procedures and schedules. Assignments are results-or goal-oriented, requiring substantial discretion on the part of the coordinator in determining how to meet the assigned goals (e.g. arranging events, supervising volunteers or generating grassroots support) and competing deadlines.
This position will also be involved in designing and conducting outreach activities, social media, advocacy and special events related to Northwest Program conservation initiatives to diverse audiences of Defender’s member, urban, rural, marginalized and underserved communities, and the general public. Through constituency building, public education, special events and strategic communications, this position will strengthen Defenders’ understanding of and impact on wildlife conservation, habitat preservation and climate change issues in the Northwest.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Primary and essential functions in which the position is the primary owner and driver; should not include functions that are generally delegated to other employees.
Administrative, Budgeting and Accounting Support:
- Timely processing and administering contracts, check requests, reimbursement requests, and other financial procedures
- Establishing systems to track grants, mailings, deadlines, etc. and utilizing these systems
- Working with the Director 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
- Developing and updating an office procedure manual and calendars
- Compiling and filing documents; editing; photocopying; and faxing
- Scheduling appointments and arranging travel for the Director and for other staff members as needed
- Maintaining and ordering office supplies and organizing office materials
- Keeping apprised of the most up to date procedures and policies and advising staff of policies and procedures
- Acting as office liaison to outside services such as property managers, equipment vendors and repair services
- Taking meeting notes and preparing formal or informal minutes as appropriate.
- Responding to e-mails, letters and telephone calls from members and other interested parties requiring technical responses, and distributing Defenders' published reports
- Coordinating, editing, and proofreading recurring reports and forwarding to the Headquarters office on timely basis
- Coordinating printing, graphics, and production of large publications
- Trouble-shooting problems with the computer and other office equipment, in conjunction with internal staff members and/or outside expert
- Serving as a liaison with Headquarters and other field staff as needed
General Program and Technical Support:
- Maintain knowledge of Northwest program staff travel and schedules as well as coordinate scheduling and agendas for various meetings for the Northwest program team.
- Facilitating ongoing communications with field staff and monitor field staff's compliance with all administrative policies and procedures
- Producing factsheets, educational materials, and letters
- Managing and distributing information to members, the public, and colleagues
- Monitoring webpages and inputting content into NW Program’s sites regularly
- Researching specific conservation issues, digesting relevant media reports and preparing background memos and summaries as needed
Outreach Activities, Event and Activity Planning:
- Coordinating events that further Defenders’ programmatic goals
- Facilitate and promote the integration of diversity, equity and inclusion strategies into Defenders’ work in the region
- 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
- Engage, inform and educate constituencies to support Defenders’ priority wildlife conservation
- 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
- Perform all other related duties as assigned.
Education: Bachelor’s (B.A./B.S.) degree or equivalent
Experience: 1 year of relevant experience
An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.
Visit www.defenders.org to apply.
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.
Defenders requires employees who engage in in-person work activities, including business travel or onsite work, to be fully vaccinated against COVID-19. An applicant (i) who is disabled or pregnant or who has a qualifying medical condition that contraindicates a COVID-19 vaccination or (ii) who objects to being vaccinated on the basis of a sincerely held religious belief, observance or practice may request an exemption from this vaccination policy. This determination will be made on a case-by-case basis and in accordance with applicable law. Any medical information concerning an applicant's disability will be treated as a confidential medical record in compliance with applicable federal, state and local laws.