Yellowstone Operations Coordinator

Ecology Project International•Missoula, MT

9h•$42,881 - $45,550•Onsite

About The Position

Ecology Project International (EPI) is an international non-profit organization dedicated to addressing critical conservation issues through field-based partnerships between local experts and high school students. We engage adolescent youth from local communities and youth and teachers from around the world in applied hands-on science and conservation as they learn about and help protect threatened species and habitats. Through EPI’s programs in five countries throughout the U.S. and Latin America, participants are inspired and empowered to engage in conservation efforts at home and worldwide to become the next generation of conservation leaders. The Yellowstone Operations Coordinator plays an integral role in achieving programmatic goals, delivering Yellowstone field courses, and maintaining site-wide financial compliance. They will be primarily responsible for the logistical and clerical aspects of Yellowstone program implementation—with a specific emphasis on course-specific tasks such as planning menus, purchasing food, coordinating and scheduling lodging, booking research activities, and coordinating vehicle movements and maintenance & repair schedules.

Requirements

Bachelor’s degree or higher in environmental science, recreational management, education, or related field
2 years of experience in experiential/environmental/outdoor education non-profit organizations, or other relevant non-profit work.
2 years of experience managing complex logistics and field operations for field-based programming.
1 year of experience in customer service, finance, administration or other communications roles.
Knowledge of and ability to use Salesforce and Asana (preferred) or other CRMs and productivity apps (accepted).
Ability to use, navigate, set-up, and improve accounting systems (e.g. Bill.com)
Basic knowledge of auto mechanics, sufficient to speak to field instructor teams (for troubleshooting) and repair shops for maintenance and repair issues.
Proficiency with Microsoft Office and Google products
Ability to multitask and move fluidly among simultaneous, complex projects
Excellent outward-facing verbal and written communication skills for coordinating with vendors and partners.
Ability to think and act in whole systems, creating global solutions by attending to many interconnected local details.
A punctual, detail-oriented, thorough, and independent approach to work while maintaining high level of initiative and flexibility
Ability to work effectively in a multicultural and dynamic environment.
Commitment to EPI's mission and values.
English language fluency.

Nice To Haves

Certification in Wilderness First Responder (WFR), or willingness to obtain one.
2-3 years of experience in field research, field education programs, nonprofit organizations, or other dynamic logistical settings
Intermediate/Advanced vehicle maintenance skills: troubleshooting vehicle codes and/or trailer wiring repair, checking fluid levels, maintaining tires, changing bulbs.
Comfort and ability to use power and hand tools to maintain and repair outdoor recreation equipment, such as sewing machines, patches and glue, basic construction tools, wrenches, screwdrivers, etc.
Knowledge of, and experience in, the Greater Yellowstone Ecosystem

Responsibilities

Coordinate vendor communications and reservations. This includes making lodging and rental car reservations, food orders, processing invoices, creating salesforce bookings, coordinating vehicle movements and scheduling, and working with vendors (e.g. whitewater rafting, hot springs visits, etc.)
Coordinate research partner communications and all reservations.
Prepare and/or compile briefing notes with support from the Program Supervisor that convey information about the group, school, chaperone, course expectations, logistics, course activities, and any additional topics to the instructor team.
Prepare and print accordion documents for each course, including itineraries, reservations, etc.
Oversee the basement gear systems.
Oversee and provide quality control for First Aid kits and Epinephrine Kits for use in the field.
Schedule the regular maintenance of program vehicles and overall vehicle readiness.
Develop appropriate menu plans for all Yellowstone field programs and purchase food. This includes working with the medical review team and understanding the dietary needs of participants and staff.
Support instructors in packing course food and distributing unused food after a course.
Perform full entry into QuickBooks Online (QBO) for expenses, deposits, and petty cash.
Maintain an approved vendor list and ensure vendor data is updated in QBO.
Responsible for monthly reconciliation of program bank and credit card accounts
Create bills in Bill.com to ensure efficient payment of vendor requests.
Facilitate the processing of Yellowstone Course Cash Requests and Returns.
Send follow up reminders to credit card holders regarding missing coding and receipts in Bill.com or cash accounts.
Collaborate in compiling YEL course information for external auditors during the annual audit, ensuring compliance and transparency.
Collaborate with the EPI Development team to solicit in-kind donations of materials and discounts from outdoor retailers for program gear.
Assist Program Supervisor with move-in/move-out transitions of instructors in the instructor house.
Help facilitate the logistical and operational components of seasonal instructor trainings, in office and/or in the field.
Participate in the Yellowstone Emergency Response System on-call rotation.
Occasionally act as the Duty Officer for the EPI international 24-hour phone line. This includes maintaining access to cellular service and availability to respond to calls or texts with 24-hour availability when on call.
Contribute to a positive and welcoming community environment that is supportive to field staff and program staff, including those from non-dominant communities.
Provide support in the hiring process and assist in the onboarding of Yellowstone Instructors.
Organize Yellowstone staff data in BambooHR and Gusto platforms.
Contribute to the Yellowstone enrollment processes as needed.
Other duties as assigned by the supervisor.