The Operations Program Coordinator (Coordinator) is a part-time (21 hours per week) staff member of the Stewardship & Field Programs (SAF) Department within The Nature Conservancy’s Florida Chapter. The position works under the supervision of the Program Coordinator of SAF as part of the Operations Team and is based at the Apalachicola Bluffs and Ravines Preserve (ABRP) in Bristol, Florida. As part of the SAF Operations Team, the Coordinator will serve as liaison to the North Florida Program and perform preserve-specific operations and administrative tasks under the guidance of the North Florida Program Manager.
The Operations Program Coordinator will be responsible for performing multiple administrative functions related to the Stewardship & Field Programs (SAF) Department and SAF’s North Florida Regional Program. They may be responsible for scheduling and coordinating logistics for special events and/or meetings, purchasing, central filing, mailroom operations, facility management, telecommunications, and/or reception. They may assist with the recruitment and training of program volunteers and may coordinate the activities of volunteers. In addition, the Coordinator may perform Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports, and monitoring budgets. They will use available systems and resources to maintain, track, and research data, and to produce and review reports. They will apply established processes and practices in order to improve effectiveness and to document program procedures for reference by staff. They will coordinate activities with multiple variables, set realistic deadlines and manage the timeline. The Coordinator may handle inquiries about business unit activities and assist in the development of program materials and correspondence. They will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. The Coordinator may communicate on behalf of their supervisor with internal and external sources, including staff, donors, vendors, and businesses in order to coordinate arrangements, convey information, and ensure successful execution of program.
RESPONSIBILITIES AND SCOPE
Stewardship & Field Programs Department Operations Team Member
- Provide direction and oversee activities as the SAF Operations Team liaison to the North Florida Regional Program. These activities are related to administration, facilities, technology information systems, human resources and general operations for the Department and the Program as directed by the SAF Program Coordinator. Includes but not limited to: budget development, coordination of contract and grant process, dissemination of information to Program staff, coordination of weekly, monthly and annual reports, and maintenance of Department’s vehicle and equipment log.
- Responsible for monitoring budgets, accounts payable, funds received and receivables, purchasing supplies and equipment, travel and expense reimbursements, annual inventories, and processing of internal financial forms.
- Assist with budget development in collaboration with the North Florida Program Manager.
- In coordination with Florida Chapter Staff Support Services, act as a resource for general personnel information, benefits and policies, and PeopleSoft. Orient new employees on SAF and North Florida Program office procedures.
- Maintain legal files and obligations for the Department and the North Florida Program, including liability releases for visitors and volunteers, auto safety program, and youth safety program.
- Serve as local assistance contact with expense and time reporting, assist with central services, lead/coordinate human resources, and serve as time report coordinator. Exercise discretion and maintain a high level of confidentiality.
- Provide updates to North Florida Program Manager on contracts and grants status. Maintain vendor contract and subcontracts files and liaise with Florida Chapter Legal Staff for review of legal needs. Coordinate SAF Department contract and grant process with Program staff.
North Florida Regional Program
- Assist with scheduling and coordinating logistics for special events and/or meetings.
- Answer phone and greet visitors. Coordinate access and use of ABRP office, Learning Center, and fleet vehicles, and other TNC properties with the North Florida Program Manager’s guidance.
- Maintain physical and electronic files, distribute mail, and troubleshoot communication and technology issues with assistance from TNC IT and utility companies.
- Assist with recruitment process and procedures. Responsible for maintaining local employee files under strict confidentiality.
- Responsible for coordinating the procurement of materials, supplies, and services in a financially-sound manner and in compliance with Standard Operating Procedures.
- Serve as principal contact for emergency preparedness and coordination for office. Maintain up-to-date emergency plan.
- Perform duties under general supervision and established guidelines;
- Make day-to-day decisions within the scope of work assignments and prioritize work independently;
- Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
- Does not supervise any staff, but may supervise volunteers, interns, or temporary staff;
- Serve as a team member for assigned projects;
- Be willing to travel, work overtime, and work evenings and weekends as needed; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain
- Experience in business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines;
- Experience performing one or more administrative processes; and
- Experience working 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 preparing reports, coordinating activities, and solving problems;
- Ability to apply research skills;
- Ability to write and edit written materials for use with program communications and special events;
- Database skills, including managing and tracking data, and producing reports;
- Excellent customer service skills and focus;
- Experience, coursework, or other training in relevant field; and/or
- Strong organizational skills 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.