California Program Coordinator

Job Description:

The California Program Coordinator will provide essential support to the California Program Director in managing daily operations and advancing internal and external organizational and project goals. The successful candidate will play a crucial role in ensuring the smooth functioning of our California program and contributing to the success of our conservation efforts. The California Coordinator must have a passion for wildlife conservation and advancing the mission of the organization.

Responsibilities:

1.    Internal Management: Coordinate with various departments regarding project developments and updates to ensure efficient communication within the organization.

The California Program engages in statewide campaigns as well as on-the-ground projects. To ensure all Wildlands Network departments are apprised of programmatic developments, the California Coordinator will be responsible for communicating important project updates to Wildlands Network staff. These include, but are not limited to, the following:

    relaying legislative updates to the Policy Director

    coordinating with the Communications Team on project milestones and outreach materials

    soliciting input with the Science team on research design and data findings and reports

    connecting with the Development team on funding opportunities

2.    Calendar Management: Manage the Program Director's calendar, schedule appointments, and coordinate meetings and events.

The California Coordinator will be responsible for scheduling and sending calendar invitations, reminders, and agendas for meetings, including quarterly stakeholder project updates, team meetings, and virtual and in-person events. The Coordinator must also adjust schedules, as needed, and resolve scheduling conflicts to optimize efficient use of time.

3.    Data Management: Maintain accurate records and databases, including donor information, project files, and contact lists.

The California Program manages a wide network of organizations, members of the public, government agency staff, and Tribes. The California Coordinator will be responsible for managing database of stakeholders and project partners associated with each project and tracking donor information and relevant updates to various donors and foundations. They w ill regularly update stakeholder information and project partners details to ensure most up-to-date information and utilize the database to facilitate, communication, collaboration, and engagement with stakeholders across various projects.

The California Coordinator will also be responsible for timely and organized uploads of project documents, photos, and data to designated, cloud-based repositories, including SharePoint and Air.

4.    Meeting Support: Assist in organizing meetings, preparing agendas, taking minutes, and ensuring timely follow-ups.

In addition to calendar management, the California Coordinator will be responsible for organizing project meetings, preparing agendas to send in advance of meetings, in coordination with both California director and project partners, taking notes during calls, and ensuring timely follow-ups among meeting attendees.

5.    Travel Arrangements: Coordinate travel arrangements for staff, including booking flights, accommodations, and transportation.

The California Director and project partners often travel to project sites and to the Capitol for policy campaigns. The California Coordinator will also be expected to travel on occasion. The California Coordinator will be responsible for booking travel arrangements, including booking hotels, conference rooms, and flights. The Coordinator will also be responsible for tracking and submitting expenses and receipts associated with travel.

6.    Communication: Draft, proofread, and edit documents, reports, and presentations as needed.

The California Coordinator will be responsible for drafting, proofreading, and editing various documents, including support letters, proposals, fact sheets, reports, and presentations. The California Coordinator will develop powerpoint presentations for various speaking events.

7.    Event Coordination: Assist in planning and coordinating events, workshops, and conferences.

The California Coordinator will be responsible for sending and tracking event invitations, researching and booking conference rooms/venues and ordering food, timely communication with event attendees, and assisting in other logistics, as needed.

The California Coordinator will also be responsible for sending documents, maps, merchandise to print for in-person site visits, meetings, and legislative campaigns.

8.    General Support: Provide administrative support to the California Program Director and other staff as required.

Wildlands Network works in a broad variety of project areas, and the California Program currently has the smallest staff of any of the organziation’s programs, requiring the California Coordinator to be able to work independently and be resourceful in advancing projects and campaigns. The California Coordinator will also have opportunities to engage in substantive project work.

Qualifications:

•    Passion for wildlife conservation and environmental advocacy.

•    Proven experience in administrative support roles, preferably in a nonprofit or environmental organization or volunteer role.

•    Demonstrate reliability in fulfilling job duties and commitments, consistently meeting deadlines.

•    Strong organizational and time management skills.

•    Excellent communication skills, both written and verbal.

•    Proficiency in Microsoft Office Suite and other relevant software.

•    Attention to detail and accuracy in data entry and record-keeping.

•    Ability to work independently and collaboratively in a fast-paced environment.

•    Experience managing complex projects on deadline.