Sr. Workplace Support Specialist (2-year term)

About The Wilderness Society

The Wilderness Society is a national conservation organization dedicated to protecting America’s wild places since 1935. Our mission is to unite people to protect America’s wild places. Through science, advocacy and partnerships with communities and policymakers, we champion the protection of wilderness, national parks, forests, and other public lands that provide clean air and water, wildlife habitat and the freedom to connect with nature. For more information, visit www.wilderness.org.

POSITION SUMMARY

The Wilderness Society operates across roughly 13 offices and supports about 150 staff nationwide. This position will coordinate TWS’s document retention initiative, bringing together General Counsel, IT, and regional offices to keep the effort moving forward. In this project management capacity, the role will lead the Dropbox migration, oversee physical and electronic file cleanup, and partner with General Counsel and IT to finalize and implement an organization-wide document retention policy. This role will also dedicate approximately 20% of its time to supporting day-to-day facilities operations for TWS’s Western TWS offices, serving as a remote-based point of contact for office logistics, vendor coordination, and related operational needs.

This position plays a critical role in fostering an organizational culture where people feel respected, included, and accountable to shared goals and outcomes. TWS has made it a priority to ensure that our public lands work reflects fairness, representation, and accessibility. This individual will carry those commitments into their work. Across our team, we aspire to be campaign-oriented, collaborative, innovative, transparent, and supportive of staff – our greatest asset.

ESSENTIAL DUTIES & RESPONSIBILITIES

Document Retention Project Management (80%)

• Lead end-to-end project management for TWS’s physical and electronic document retention initiative, including developing and maintaining the project plan, timeline, budget tracking, and coordination across all workstreams.
• Support the Dropbox migration project by partnering with I.T. to define requirements, plan and sequence the office-by-office rollout, coordinate data mapping and cutover activities, and manage staff communications and training.
• Manage Iron Mountain offsite storage by inventorying active holdings across all TWS offices, coordinating retrieval and review, and creating and implementing a retention and destruction schedule that aligns with policy requirements and legal hold obligations.
• Lead in-office physical file and document retention efforts by assessing holdings across office locations, identifying appropriate document owners, coordinating review, and developing and executing a retention and destruction schedule aligned with policy requirements.
• Identify and escalate records-related risks, such as shadow IT storage, orphaned or duplicate records, and gaps in retention coverage, and recommend practical mitigation strategies.
• Provide regular, data-informed status updates to leadership, including migration progress, cleanup metrics, outstanding risks, and recommended next steps
• Support change management by developing training materials, hosting office hours, and helping staff adopt new document retention practices and tools.

Western Based Office Facilities Support (20%)

• Act as the point of contact for western based office facilities needs, coordinating with on-site staff, building management, and vendors.
• Support office logistics: supply and equipment coordination, vendor scheduling, and space-planning requests.
• Assist with onboarding/offboarding logistics for Western based staff (workspace set up, access, equipment).
• Escalate facilities issues appropriately and loop in WIT leadership on anything with budget or safety implications.

Travel & On-Site Presence

• Maintain daily on-site presence at TWS's Denver hub office to support in-person coordination with leadership and staff.
• Travel as needed to other TWS offices to support organizational events such as staff retreats, all-staff meetings, office launches.

Other Duties

• Adhere to all policies and procedures set forth by TWS (including, but not limited to, finance, human resources and legal) to maintain a compliant and efficient work environment.
• Perform other related duties as assigned.

QUALIFICATIONS

• Minimum 5 years of project management experience; experience in records/information management, IT, or facilities operations strongly preferred.
• PMP, CRM (Certified Records Manager), or equivalent certification a plus, not required.
• Direct experience with Dropbox (or comparable cloud file platforms) and Iron Mountain (or comparable records storage vendors) preferred.
• Familiarity with nonprofit or organizational recordkeeping and document retention compliance requirements a plus but not required.
• Demonstrated ability to manage multiple cross-functional stakeholders (IT, General Counsel, Facilities, regional offices) and drive a project to completion without direct authority over those teams.
• Strong written and verbal communication skills; comfortable assisting and supporting the translation of technical/General Counsel requirements into plain-language guidance for staff.
• Experience managing distributed/remote stakeholders across multiple office locations.
• Willingness to travel at least 20% - 30% of the time to other TWS offices to support organizational events and Western office operations.
• Proficiency with standard project management and reporting tools (e.g., Excel/Sheets, project trackers, PowerPoint for leadership reporting).

This job description is intended to convey information essential to understanding the scope of this position and it is not intended to be an exhaustive list of experience, skills, efforts, duties, responsibilities or working conditions associated with the position.

This is a full time in office position located in Denver. CO. This is a 2-year termed position. The salary range for this position is $85,000-$90,000. To apply, please submit resume and cover letter by September 20th.

The Wilderness Society offers a competitive salary and benefits package, including health, dental, vision, life and disability insurance, and pet insurance; sick and vacation leave; a sabbatical program; and a retirement plan with employer contribution subject to certain limits and requirements. TWS is an equal opportunity employer and actively works to ensure fair treatment of our employees and constituents across culture, socioeconomic status, race, marital or family situation, gender, age, ethnicity, religious beliefs, physical ability, veteran status or sexual orientation.

As an organization, we aspire to being inclusive in the work that we do, and in the kind of organization we are. Internally, this means working as a team that listens to different points of view, recognizes the contributions of every employee and empowers each employee to bring their whole selves to work every day. Externally, this means ensuring that public lands are inclusive and welcoming, so that our shared wildlands can help people and nature to thrive. We are committed to equity throughout our work, which we define as our commitment to realizing the promise of our public lands and ensuring that all can share in their universal benefits.

To learn more about our commitment, please see http://wilderness.org/our-commitment-diversity-equity-and-inclusion-wilderness-society

Pursuant to applicable fair chance laws, TWS will consider for employment qualified applicants with arrest and conviction records.

TWS complies with federal and state disability laws and is committed to providing reasonable accommodation for individuals with disabilities. If you require accommodation to complete the application process or to perform the essential functions of the position, please contact careers@tws.org.TWS only accepts resumes submitted for positions that are currently open. Unsolicited resumes or resumes for posted positions that are not submitted via the online application process (where applicable), will not be reviewed or retained.