The Operations Program Specialist will support the leadership of the Worldwide Office Finance function by performing and/or coordinating tasks related to one or more functional activities, such as general operations support, recruitments, procurement, meetings management, special events, staff recognition, invoice submission, database management, etc. The Specialist will report to the Director of Operations (DOO) for the Chief Finance Officer (CFO).
The Operations Program Specialist will work towards meeting the strategic priorities of Worldwide Office Finance by completing day-to-day tasks and activities. They will be responsible for the recruitment process using PeopleSoft and including assisting the hiring manager with the logistics of interviews as well as the onboarding of new Worldwide Office Finance staff. The Specialist will be responsible for the planning and execution of logistics for special events and/or a variety of meetings. He/she will provide general administrative support to the Chief Investment Officer. They will coordinate office space designated to Worldwide Office Finance. The Specialist will coordinate with the Controller or designee on the logistics for the annual external audit including space and access cards as well as any requested additional logistical needs the auditors might have. They will be well versed in the systems and resources utilized by the team to execute assigned tasks. They will maintain, track and research data, produce and review reports, and may perform some light program analysis. He/she will work at the direction of the DOO to the CFO but may at times be given assignments from the CFO and/or the Executive Assistant to the CFO. The Specialist may provide guidance in satisfying administrative requirements based on knowledge of policies and procedures, or work with the Director of Operations closely in doing so. At the direction of the Director of Operations, they may implement processes and practices to improve operations effectiveness. The Specialist may communicate with staff in other programs across the Conservancy. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.
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; and
- 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 organizing time and managing diverse activities to meet deadlines; and
- Experience working across teams and communicating with a wide range of people
DESIRED QUALIFICATIONS
- Multi-lingual skills and 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 current trends in specific field; 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.