Working within the New Mexico Field Office (NMFO) the Conservation Coordinator will provide administrative, research, project management and other assistance to program staff working toward the achievement of a complex set of land and water protection, conservation, restoration and stewardship goals in the state of New Mexico.
The Conservation Coordinator is responsible for administration and support of office activities and project coordination for the conservation staff of NMFO. Conservation Programs include Forests, Resilient Cities, Climate, Energy, Freshwater, and the Rio Grande Water Fund. Responsibilities include completing administrative processes for meetings and events, tracking a diverse suite of grants and contracts, organization of projects, and other general support to conservation programs. Responsibilities further include providing a full range of high-level administrative support to senior management by preparing correspondence and materials, handling travel arrangements, and scheduling. This position includes frequent interaction with all members within the organization as well as with external project partners and community stakeholders. The Conservation Coordinator will split their time between the Santa Fe and Albuquerque offices as the work necessitates. Minimum requirement will be four days per week in their local office and one day per week in the alternate office.
RESPONSIBILITIES AND SCOPE
- Provides in-office administrative support to the NMFO conservation team.
- Coordinates multiple tasks or projects in a timely manner and with close attention to detail.
- Tracks invoices, reporting, and expenses from contractors and grant sub awardees.
- Assists with project budget development, monitoring and reporting.
- Supports conservation staff in the organization of meetings. Work includes scheduling meeting dates, meeting logistics, sending and tracking invitations and responses, preparing and circulating agendas, preparing meeting materials, taking and distributing meeting notes, developing follow up lists, and tracking follow-up items.
- Supports conservation program managers in the organization of grants-out including contracts, approvals, amendments, reports, budgets, tracking and filing of monitoring and closeout forms; maintains and updates a master grants out tracking database; issues updates about pending deadlines to assist in guiding workplans.
- Researches selected topics, projects, partner organizations, agency initiatives and funding opportunities as needed to support the Conservation team.
- Maintains emailing lists for project and program partners. Sends save-the-date notices, develops agendas, tracks meeting attendance, arranges meeting and event logistics, organizes presentation slideshows, takes notes, tracks next steps, and prepares follow up emails.
- Supports the Development team with annual reports by securing photos and permission forms, organizing photo and video resources, securing quotes from partners, and organizing the annual report content for the Marketing Resource Center staff and designer as requested.
- Provides administrative support with expense reporting and auto maintenance.
- Makes day to day decisions as delegated by the supervisor.
- Supervises no staff, but may oversee and direct the work of office volunteers or interns.
- Experience with Microsoft Office suite.
- Experience coordinating multiple projects.
- Experience handling standard business communications.
DESIRED QUALIFICATIONS
- Strong organizational and administrative skills including attention to detail and numerical ability.
- Ability to plan, administer and record results of work-team meetings and activities.
- Strong written and verbal communication skills.
- Ability to coordinate project information from a number of sources to populate databases, create reports and produce manual files.
- Ability to manage multiple priorities, with assignments sometimes coming from a number of sources and work independently.
- Multi-lingual and multi-cultural or cross-cultural experience appreciated.
- Ability to complete tasks independently within assigned time frames.
- Experience utilizing databases for data entry and report production.
- Experience using online contact and event management tools (e.g., Eventbrite, Mailchimp).
- Experience designing or editing websites.