Monday, July 18, 2016

Program Assistant (Bilingual) Position for Recent Grad with National Audubon Society


Now in its second century, Audubon is dedicated to protecting birds and other wildlife and the habitat that supports them. Audubon’s mission is engaging people in bird conservation on a hemispheric scale through science, policy, education and on-the-ground conservation action.  And as part of BirdLife International, Audubon will join people in over 100 in-country organizations all working to protect a network of Important Bird Areas around the world, leveraging the impact of actions they take at a local level.  

Position Summary:

Reporting to the Vice President of the International Alliances Program (IAP), the Program Assistant will be responsible for providing support to staff and overseeing all administrative aspects, to include: accounting, budget processes, contract development and management; coordinating and scheduling events, travel and internal and external meetings; and all other activities needed for the efficient running of the department.  S/he will play a supporting role in proposal development, project reporting, and helping to develop internal and external communications.

Additionally, the Program Assistant will effectively communicate and coordinate with Audubon’s international partner organizations and National Audubon colleagues across the network to guarantee efficient support to our conservation initiatives.  As a key staff member of IAP, the Program Assistant will have the opportunity to work alongside several senior staff members, and play a role in continuing to develop the programs in Latin America and Caribbean and strengthening its connection with other programs and initiatives within Audubon.  

Candidates should also submit a cover letter when applying to this position.

Essential Functions:

Executive Support
  • Act as primary contact for IAP; handle general requests and represent the department when needed on behalf of the Vice President, or other senior program staff.
  • Provide support to the VP to manage the Audubon Board International Committee; communicate with members, schedule and send invitations for meetings, develop agendas, and provide support for activities and trips taken on by the group.  Assist the VP with the management of Audubon’s activities and communications within the BirdLife Executive Committee for the Americas (ExCRA).
  • Engage in other important administrative duties; schedule meetings and record content, manage calendars and travel needs, execute logistical needs for events and workshops, prepare materials, and maintain program files.
Operations Support
  • Under the guidance of the VP and Deputy Director, manage IAP’s day-to-day finances and operations, to include: basic accounting, processing invoices, expense reimbursements, developing contracts, business correspondence, and developing efficient communications and other related materials between IAP, partners, and donors.
  • Ensure that record keeping systems and procedures are organized and comply with all Audubon Policy and Audit standards and that of our grantors.
  • Assist Deputy Director in managing a portfolio of on-going IAP projects that includes efficient and solid communication and coordination with contractors, partners and staff; support the flow of information for reporting to the organization as a whole, chapters, other programs within Audubon, and to donors.
  • Contribute to programmatic development, decisions and monitoring where appropriate; assist in developing program goals, benchmarks, and strategic plans; participate in project-related meetings, presentations.
  • Help support the recruitment and management of selected temporary workers, volunteers and interns, when needed.
Grant Management
  • Keep team on track and ensure that all reporting deadlines and deliverables are met.
  • Maintain calendar of fundraising activities and proposal deadlines.
  • Along with other IAP staff, support the development of proposals and project reports.

Qualifications and Experience:

  • Bachelor’s degree in administration, nonprofit organization management, international studies, or related field required and 1-2 years' work experience providing administrative and/or budgeting/finance support.  An equivalent combination of education and experience may also be considered.
  • Self-starter with the ability to take initiative, manage multiple priorities, and work in a fast-paced environment.  Individual should be a good communicator and feel comfortable working independently and taking full responsibility for the completion of tasks, as well as working as a key member of a team.
  • Detail-oriented, highly organized and disciplined, and possess strong organizational and analytical skills.
  • Proficiency with Microsoft Office suite, to include Excel, Word, and PowerPoint; ESRI, GIS knowledge a plus.
  • Must be bilingual in English and Spanish (Portuguese a plus) and have excellent conversational skills and also writing skills for editing, proofreading, and translation of documents.
  • Passion for and commitment to the mission of the National Audubon Society and programmatic work of the International Alliances Program.
  • Experience working in fundraising and/or with donor research also desired.
Apply here.