Program Operations Associate, Conservation Innovation

Open Space Institute • New York, NY

3d • Hybrid

About The Position

Through its Capital Strategies Program (CS), the Open Space Institute seeks to facilitate protection of selected landscapes in the eastern United States by making available grant and loan capital to the region’s land trusts; and by synthesizing and translating research and providing planning assistance that complement and enhance strategic conservation. The Program Operations Associate reports to the Senior Vice President of Capital Strategies and is responsible for support and administrative duties for the program. They will be responsible for administration of all aspects of the CS program, including processing of capital and planning regrants; organizing and managing program documents; coordinating communications within and between programs and departments; scheduling and overseeing logistics for meetings, workshops and conferences; administering of contracts and tracking payments; and providing support for Advisory, Committee and Board meetings. They will work closely with the other staff in the department. The CS team is part of the broader Conservation Innovation team. In addition to supporting the CS program, the Associate will also provide coordination and administrative support to other teams within Conservation Innovation, which include Conservation Communities, Science and Planning, and Conservation Innovation management.

Requirements

• Bachelor’s degree or equivalent experience
• Minimum of two years full-time administrative support experience
• Proven ability to use good judgment and take initiative
• Demonstrated proficiency and comfort with database management systems, internet technology and a variety of computer programs
• Demonstrated capacity for teamwork
• Commitment to OSI’s mission, vision, and values; interest in conservation or environmental issues is a plus
• Prior experience providing administrative support in the non-profit sector is a plus
• Outstanding attention to detail, organization, diligence, and commitment to excellence in work product
• Strong time management skills with the ability to execute and prioritize numerous ongoing administrative projects – while maintaining a sense of calm
• Highly collegial working style; ability to work with multiple supervisors, both on location and remotely, on projects and effectively prioritize
• Advanced knowledge of Microsoft Office, especially Word, PowerPoint, Excel and Outlook
• Competency in In-Design
• Experience and interest in working with internet technology
• Ability to work within deadlines and plan accordingly
• Ability to work cordially and professionally with all levels of staff, consultants, members of Committees and Advisory Boards
• Ability to think critically and problem-solve creatively
• Ability to maintain the confidentiality of privileged information
• Self-starter with the ability to take initiative, organize and prioritize tasks, work independently, and be accountable
• Ability to travel independently to rural areas
• Applicants must be currently authorized to work in the United States on a full-time basis.

Nice To Haves

• Experience with grant-making at a foundation
• Familiarity with Adobe CS Suite, including Acrobat and advanced use of In-Design
• Familiarity with Budgeting and use of Excel to conduct variance analysis

Responsibilities

• Spearhead information sharing between CS and other OSI departments to enhance organizational learning.
• Assist in the development of CS materials for Advisory Committees, CS Committees, and Board meetings.
• Coordinate the distribution of departmental press releases, newsletters, and grant reports, and work with External Affairs on CS materials presentation.
• Maintain and update departmental mailing lists and liaise with External Affairs for website content updates.
• Process grant and loan applications, working closely with the OSI Grants Manager to ensure accurate data.
• Liaison with the Legal Department to facilitate the preparation of loan and grant agreements.
• Track upcoming project closings, research products, and workshops, ensuring External Affairs receives materials on time.
• Work with the Finance department to sort and approve invoices, and monitor CS expenditures against the budget.
• Manage all administrative aspects of CS contracts, including tracking payments, contract deliverables, and scheduling meetings.
• Maintain the CS department calendar, scheduling and arranging meetings, ensuring remote technology setup, and managing materials.
• Provide administrative support to the SVP, including meeting scheduling, phone calls, travel arrangements, and compiling expense reports.
• Organize, maintain, and streamline CS folders and files, ensuring logical organization and easy retrieval of documents.
• Schedule and organize external meetings, conference calls, and webinars with consultants, advisors, and committee members.
• Record minutes during committee meetings and assist in creating PowerPoint presentations.
• Assist with all board materials.
• Provide coordination and assistance for related teams in the broader Conservation Innovation team.
• Coordinate with other OSI departments as necessary.

Benefits

• choice of medical plans (both traditional and high-deductible health plans with HSA), with premiums for employees and their dependents covered up to 100% on some plans
• dental and vision coverage, with premiums for employees and their dependents 100% covered by OSI
• flexible spending accounts
• a 403(b) plan with both an up to 4% employer match and 4% discretionary employer contribution after 2 years of service
• paid time off, including paid holidays, accrued PTO and sick days, 3 “Summer Fridays”, and 2 floating holidays
• life insurance
• disability coverage
• an employee assistance program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree