Position: Program Coordinator, High Ambition Fund, Nature, Climate and People
Reports to: Grants and Business Manager, Global Operations
Location: Seattle, WA or Bronx, NY
Division: Global Conservation
Position Type: One year fixed-term
Internal liaison: Vice President, Conservation Strategy & Partnerships
Expected travel: N/A
The Wildlife Conservation Society (“WCS”) is a New York not-for-profit corporation founded by statute in 1895 as the New York Zoological Society. WCS saves wildlife and wild places worldwide through research, science, conservation action, education, and inspiring people to value nature. That mission is achieved through our global conservation programs (WCS currently oversees a portfolio of more than 500 conservation projects in 65 countries in Asia, Africa, Latin America, and North America, and the oceans between them) and through the management of the world’s largest system of urban wildlife parks–the Bronx Zoo; the New York Aquarium; and the Central Park, Queens, and Prospect Park Zoos (the City Zoos)
Provide high-level administrative and programmatic support for the Vice President Conservation Strategy & Partnerships, and provide effective administrative support and coordination of the overall team working on the High Ambition Fund for Nature Climate and People (HAF). Principal responsibilities will include organizing and coordinating task management of the HAF team, as well as administrative support including travel arrangements, coordination and scheduling of meetings, meeting minutes and handling administrative tasks in support of the HAF program. Develop effective communication materials for PowerPoint presentation, a HAF newsletter, targeting government GCF focal points and other organizational tasks as requested.
WCS is submitting a proposal to the Green Climate Fund for a large program, the High Ambition Fund for Nature, Climate and People (HAF). WCS seeks a well-organized and committed individual to support the proposal development, revision and, ultimately, if funded, the administration and projects that comprise the HAF. The successful candidate will join a small, globally dispersed team, whose overarching focus is on supporting countries in meeting their commitments to the global target to protect 30% of the Earth’s land, inland waters, and oceans by 2030, known as 30X30. The team is responsible for overseeing project management and implementation, ensuring that projects meet high technical and financial standards, are gender-responsive, and comply fully with the GCF’s environmental and social safeguards are addressing Climate Change (Adaptation and Mitigation). In addition to programmatic support, the Program Coordinator, as part of the Global Operations team, will coordinate with the wider institution’s fundraising, communications, public affairs, legal and HR departments.
Program and Task Management for the High Ambition Fund for Nature, climate and people program:
- Develop and manage a system for transparency and tracking of assigned tasks across the HAF program team to allow for improved communication and coordination on projects, shared work, and deadlines
- Assist with the development and organization of program materials and correspondence, including communication, strategic and reporting documents
- Design and implement a knowledge management system to track and save program information, including proposals, strategies, published science, and policy outputs
- Maintain program files and databases, including grants, contracts, proposals, and financial records, to ensure proper document management.
- Design internal meetings to share updates on current work, new projects and financial opportunities.
- Serve as primary facilitator with other departments within WCS, including but not limited to: Global Resources (fundraising), communications, legal, HR.
General administrative and management support:
- Ensure sufficient calendar management, requiring interaction with both internal and external executives and assistants, ensuring up to date information, preventing meeting conflicts, and allowing sufficient travel time for offsite meetings.
- Arrange meetings as requested by VP Conservation Strategy & Partnerships, and program staff, coordinating availability with meeting participants in multiple time zones, which may include internal staff, external agencies/vendors, and Board of Trustees members and their executive assistants. Arrange meeting rooms, teleconference information, food and beverage service, A/V set up and other logistics as required.
- Sort and screen correspondence and telephone calls.
- Organize, record and distribute meeting minutes.
- Travel Arrangements: Arrange domestic and international travel plans for VP CS&P, including transportation, lodging, registration fees, visas, etc., and any other travel requirements.
- Perform ad hoc administrative projects and other duties as determined by supervisor
- Bachelors degree in any field or above
- 2-4 years of work experience
- Excellent computer skills and proficiency with Microsoft Office including Word, Excel and PowerPoint. Experience with Adobe Illustrator, Zoom and Slack a plus.
- Excellent communications skills, both written and verbal.
- Previous experience and ability to communicate well with a globally-located, culturally-diverse team
- Understanding and familiarity with program coordination and implementation a plus
- Detail-oriented with excellent organizational skills, including responsiveness to multiple, simultaneous projects and demands; ability to set and follow priorities and meet deadlines
- Strong interpersonal skills, an ability to work well with a wide variety of people in a team setting, and, maintain a sense of humor.
- Experience working as part of a dispersed, remote team.
- Integrity, discretion and experience in maintaining confidentiality a must.
- Excellent calendar management skills, including the coordination of complex executive meetings in multiple time zones.
- Outstanding organizational skills and close attention to detail, commitment to follow through and quality control.
- Effective “roll up the sleeves” work ethic.
- Ability to work outside of normal office hours when needed to accommodate meetings in multiple time zones around the world.
- Ability to travel to meetings or conferences, including internationally, if requested
- An understanding of and commitment to conservation of wildlife and wild places and the mission of the Wildlife Conservation Society.
WCS is an equal opportunity employer dedicated to hiring and supporting a diverse workforce. We are committed to cultivating an inclusive work environment and look for future team members who share that same value.