Coordinator, Northwest

Field Conservation Seattle, Washington


Description

 

JOB TITLE:  Coordinator, Northwest

CLASSIFICATION: Assistant 3

SALARY: $40,000 to $45,000

FLSA:  Exempt

DEPARTMENT:   Field Conservation

LOCATION: Seattle, Washington

REPORTS TO:   Director, Northwest Program

LAST REVISED:  May 2021

 

POSITION SUMMARY

This professional-level position is responsible for providing administrative, technical, financial, communications and research assistance to the Director of the Northwest Program and other staff.  The Northwest Coordinator functions as office manager by establishing and executing administrative systems and procedures for the office consistent with national direction; and serving as a direct liaison to Defenders' headquarters’ administrative, development and financial staff.  The Northwest Coordinator must utilize a general knowledge of all programs and projects within the Northwest Program in order to assist the Director with oversight, implementation of works plans and compliance with procedures and schedules. Assignments are results-or goal-oriented, requiring substantial discretion on the part of the coordinator in determining how to meet the assigned goals (e.g. arranging events, supervising volunteers or generating grassroots support) and competing deadlines.

This position will also be involved in designing and conducting outreach activities, social media, advocacy and special events related to Northwest Program conservation initiatives to diverse audiences of Defender’s member, urban, rural, marginalized and underserved communities, and the general public. Through constituency building, public education, special events and strategic communications, this position will strengthen Defenders’ understanding of and impact on wildlife conservation, habitat preservation and climate change issues in the Northwest.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Primary and essential functions in which the position is the primary owner and driver; should not include functions that are generally delegated to other employees.

 Administrative, Budgeting and Accounting Support:

  • Timely processing and administering contracts, check requests, reimbursement requests, and other financial procedures
  • Establishing systems to track grants, mailings, deadlines, etc. and utilizing these systems
  • Working with the Director and other staff to develop the office’s annual budgets
  • Monitoring and reconciling accounting statements
  • Entering office and field expenses into accounting software and monitoring budget compliance
  • Developing and updating an office procedure manual and calendars
  • Compiling and filing documents; editing; photocopying; and faxing
  • Scheduling appointments and arranging travel for the Director and for other staff members as needed
  • Maintaining and ordering office supplies and organizing office materials
  • Keeping apprised of the most up to date procedures and policies and advising staff of policies and procedures
  • Acting as office liaison to outside services such as property managers, equipment vendors and repair services
  • Taking meeting notes and preparing formal or informal minutes as appropriate.
  • Responding to e-mails, letters and telephone calls from members and other interested parties requiring technical responses, and distributing Defenders' published reports
  • Coordinating, editing, and proofreading recurring reports and forwarding to the Headquarters office on timely basis
  • Coordinating printing, graphics, and production of large publications
  • Trouble-shooting problems with the computer and other office equipment, in conjunction with internal staff members and/or outside expert
  • Serving as a liaison with Headquarters and other field staff as needed

General Program and Technical Support:

  • Maintain knowledge of Northwest program staff travel and schedules as well as coordinate scheduling and agendas for various meetings for the Northwest program team.
  • Facilitating ongoing communications with field staff and monitor field staff's compliance with all administrative policies and procedures
  • Producing factsheets, educational materials, and letters
  • Managing and distributing information to members, the public, and colleagues
  • Monitoring webpages and inputting content into NW Program’s sites regularly
  • Researching specific conservation issues, digesting relevant media reports and preparing background memos and summaries as needed

 Outreach Activities, Event and Activity Planning:

  • Coordinating events that further Defenders’ programmatic goals
  • Facilitate and promote the integration of diversity, equity and inclusion strategies into Defenders’ work in the region
  • Developing, producing and overseeing events such as conferences, public education fairs, lobbying days, open houses, and press conferences.
  • Coordinating staff and volunteer participation in events
  • Working directly with vendors, service providers and others to produce events

Activist Networking:
  • Engage, inform and educate constituencies to support Defenders’ priority wildlife conservation
  • Assisting in production and distribution of activist alerts, soliciting sign-ons from other environmental groups on coalition letters and collecting petitions as needed
  • Developing and maintaining databases and/or lists of conservation organizations, agencies, fax and e-mail distribution lists

  • Perform all other related duties as assigned.

 

 

QUALIFICATIONS

 

Education: Bachelor’s (B.A./B.S.) degree or equivalent

Experience: 1 year of relevant experience

An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

 

Knowledge, Skills, Abilities for All Defenders

KSAs for all Defenders will be linked back to the website

 

Knowledge, Skills, Abilities for Assistant 3

 

Administrative

  1. Ability to accurately maintain electronic and physical records
  2. Anticipate and meet the needs of internal and/or external stakeholders delivering excellent service

Communication

  1. Ability to clearly and accurately communicate with internal and external stakeholders
  2. Ability to articulate complex ideas clearly, accurately and concisely

Critical Thinking

  1. Ability to handle sensitive and confidential matters with discretion
  2. Strong research and data analysis skills, including ability to gather and synthesize information from multiple sources to produce high quality work products in a consistent, efficient, accurate, and timely manner
  3. Creative problem-solving and troubleshooting skills with willingness to experiment and innovate new methods.

Project Management

  1. Ability to work well under pressure and tight deadlines while balancing competing assignments
  2. Ability to remain flexible and adaptable to shifting priorities while remaining responsive to urgent requests
  3. Ability to take ownership of a project or process and to use problem solving skills to resolve issues
  4. Ability to manage deadlines on multiple cross-functional projects in a dynamic environment
  5. Demonstrated ability in managing competing interests on complex issues

Knowledge, Skills, Abilities for Coordinator, Northwest

Knowledge, Skills, Abilities specific to the position

  • Demonstrates a willingness and ability to productively engage and collaborate with internal and external stakeholders from diverse cultures, backgrounds, and perspectives; 
  • Ability to approach work in a collaborative and inclusive style, with a track record of working in a solutions-oriented manner;
  • Ability to represent Defenders to external entities and the public in a professional manner while exercising tact, diplomacy, and discretion; 
  • Ability to effectively navigate through change and maintain flexibility;  
  • Ability to effectively address and manage conflict;
  • Working knowledge of Microsoft Office, social media platforms and general computer literacy
  • Personal interest in and demonstrated commitment to wildlife conservation as well as the holistic success of the Program Team

Visit www.defenders.org to apply.

 

All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

 

Defenders requires employees who engage in in-person work activities, including business travel or onsite work, to be fully vaccinated against COVID-19.  An applicant (i) who is disabled or pregnant or who has a qualifying medical condition that contraindicates a COVID-19 vaccination or (ii) who objects to being vaccinated on the basis of a sincerely held religious belief, observance or practice may request an exemption from this vaccination policy. This determination will be made on a case-by-case basis and in accordance with applicable law. Any medical information concerning an applicant's disability will be treated as a confidential medical record in compliance with applicable federal, state and local laws.

Please be advised this position is union-eligible.