The Program Coordinator will work as part of the Hawai'i Island Forest Program coordinating tasks related to one or more functional activities, such as operations support, procurement, meetings management, special events, training, volunteer programs, etc.
The Program Coordinator will work towards meeting the strategic priorities of the program by implementing tactics for approved plans, and completing day-to-day tasks and activities. They may be responsible for planning and execution of logistics for special events and/or meetings, purchasing, central filing, mailroom operations, facility management, telecommunications, and/or reception. They may assist with the recruitment, training, and recognition of program volunteers, and may direct the activities of volunteers. In addition, the Coordinator may perform Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports and forecasts, and monitoring and preparing budgets. They will respond to inquiries about program activities, create program materials, and draft correspondence. They will be well versed in the systems and resources utilized by the team in order to execute assigned tasks. They will maintain, track and research data, produce and review reports, and perform program analysis. The Coordinator will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide support and targeted training related to the functional area of the team. They will implement processes and practices in order to improve effectiveness. The Coordinator will communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow. This includes but is not limited to:
- Provides administrative, clerical, research or project management support for team as requested.
- Provides oversight of the office reception area, office systems, facility maintenance, purchasing and maintenance of office equipment, office security, insurance and acting as main contact for building related issues.
- Coordinates human resource, finance, and information systems issues/activities to ensure compliance with Conservancy policies and practices.
- Plans and executes logistics for field trips or special events as requested.
- Monitors and coordinates the preparation of plans and budgets, schedules, purchase requests, forecasts, and reports, and ensures financial reporting and accounting is conducted in an accurate and timely manner.
- Responds to information requests from staff, partners, and the general public.
- Assists with travel arrangements and scheduling.
- Organizes and maintains equipment and supply inventory.
- Maintains and manages relations with vendors.
- Helps coordinate office and field communications.
- Develops and manages TNC’s Hawai’i Island Volunteer Program. Includes planning, recruiting, assistance in training, work tracking and reporting.
RESPONSIBILITIES AND SCOPE
- Work within scope of program’s strategic goals.
- Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor.
- Coordinate projects with several variables, working within a defined timeline and budget.
- Demonstrate sensitivity in handling confidential information.
- Perform non-routine analysis, research and follow-through.
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
- Financial responsibility includes purchasing, processing invoices, contracting with vendors, and assisting with budget preparation.
- May act as a resource to others to solve problems and act in supervisor’s stead when instructed.
- May supervise administrative and/or volunteer staff, including training and professional development.
- Provide input through project teams for the improvement of existing programs.
- Travel and work flexible hours as needed.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Work is diversified and may not always fall under established practices and guidelines.
- Experience coordinating administrative processes;
- Experience generating reports and interpreting data;
- Experience in business writing, editing, and proofreading;
- Experience with various communities and partners on Hawaiʻi Island and knowledge of how to navigate and work with sensitivity to cultural norms for successful results.
- Experience organizing time and managing diverse activities to meet deadlines.
- Experience working across teams and communicating with a wide range of people; and
- Valid driver’s license.
DESIRED QUALIFICATIONS
- Multi-cultural or cross cultural experiences are appreciated;
- Ability to analyze information for the purpose of coordinating and planning activities, and solving problems;
- Ability to use existing technology to achieve desired results;
- Excellent customer service skills and focus;
- Experience interpreting guidelines to achieve desired results;
- Knowledge of grant writing and/or reporting appreciated; and/or
- Strong organization skills, accuracy, and attention to detail.
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.