The Palmyra Program Coordinator will work 21 hours per week from the Palmyra Program’s Honolulu-based office managing the Program’s business systems, including financial (invoicing and tracking incoming payments, outgoing vendor payments, employee expense reports, quarterly budget summaries, contracts, insurance updates), regulatory (permits), scheduling (research station flight and use schedule and visitor forms), and office management (meetings and events, organization and filing). The Palmyra Program Coordinator will report to the Palmyra Program Director and will work closely with other Palmyra Program team members. This position is approved for 2 years.
The Coordinator will manage scheduling and paperwork associated with transportation of all visitors, researchers, partners, staff, and supplies to and from the Palmyra Atoll Research Station. The Coordinator will invoice visitors and ensure timely payment is received. He/she will manage vendor payment requests and vendor contracts. The Coordinator will perform administrative tasks, including processing forms and maintaining an organized filing system of documents and records. The Coordinator will handle communications (emails, phone calls) from the public and as needed will communicate Palmyra Program updates to TNC staff in the Hawaii Program and other programs across the Conservancy, as well as with donors, partners, vendors, and scientists using the Palmyra Atoll Research Station.
- 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;
- Demonstrate sensitivity in handling confidential information;
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
- Financial responsibility includes purchasing, processing and tracking invoices and payments, tracking contracts, 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;
- 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.
MINIMUM QUALIFICATIONS
- Experience with administrative and financial processes including expense reports, invoices, wire or ACH transfers, and managing contracts;
- Proven customer service skills with a demonstrated excellence in working across teams and communicating with a wide range of people;
- Demonstrated organization skills with special attention to detail and ability to coordinate multiple projects;
- Proficiency with Excel and Word. Must be comfortable working with Excel spreadsheets;
- Valid driver’s license and Passport or willingness to acquire a passport (and appropriate visa if not a US passport-holder).
DESIRED QUALIFICATIONS
- Experience with event scheduling and project planning
- Multi-cultural or cross-cultural experiences are appreciated
- Experience with MS ACCESS databases
This position requires a valid driver's license and compliance with the Conservancy's Auto Safety Program. Employees may not drive Conservancy-owned/leased vehicles, rental cars, or personal vehicles on behalf of the Conservancy if considered "high risk drivers."