The Grants Operations Coordinator will work as part of the Grants Services Network (GSN) by providing a broad range of operations, finance and administrative tasks that contribute to the efficient functioning of the International Grants Specialist team. The coordinator will report directly to the International Programs Grants Manager (GM).
The position location is open to both US and international applicants but restricted to time zones within the Western Hemisphere with strong preference given to TNC’s WO Arlington, Virginia office.
ESSENTIAL FUNCTIONS
The Operations Coordinator works within the scope of the program’s strategic goals and priorities by implementing tactics for approved plans. They are responsible for operation and finance aspects of the team. In addition, the Operations Coordinator will perform Information Systems, Human Resources, and Finance/accounting related administrative tasks. They will be well versed in the systems and resources used by the team in order to execute assigned tasks. The Operations Coordinator will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures and safety protocols. The Operations Coordinator will communicate with staff in various programs across the Conservancy, as well as with donors, vendors, volunteers, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.
RESPONSIBILITIES AND SCOPE
OPERATIONS
- Assist with the coordination of office events and staff-wide meetings. Schedule calls as needed (arrange multiple time zones, solicit agenda, invite guests, taking minutes, following up on action items).
- Maintain “International team Connect” SharePoint site. (upload and organize links/documents, update team calendar).
- Assist with operative tasks linked to capacity assessment, electronic file reviews, Subrecipient Monitoring review processes and others as needed.
- Develop and manage all shared documents and resources (i.e. directories, policies, guides). Ensure resources are kept current and easily accessible to all staff.
- Prepare and distribute quarterly International Grants Bulletin/Newsletter.
- Prepare and process team surveys.
- Organize and coordinate registrations and associated paperwork for proposal preparation.
- Assist with onboarding new employees.
- Does not supervise any staff but may help plan and direct the work of volunteers or interns.
- Organize training and team retreat logistics (accommodation, meals, transportation to field events).
- Maintain tracking systems.
FINANCE AND ADMINISTRATION
- Assist with preparation of the team annual budget. Creating tracking reports as needed.
- Assist with setup and maintenance of award master files.
- Assist with setup of budgets and assignment of costs in the public awards module.
- Assist in the production of financial reports and invoices.
- Review internal and partner financial reports.
- Collect supporting documentation from systems.
- Assist with accounting adjustments.
OVERARCHING
- Act independently and prioritize tasks in the absence of specific instructions and make day-to-day decisions within the scope of work assignments; duties are performed according to instructions or established practices and supervisor will resolve any problems or questions.
- Demonstrate sensitivity in handling confidential information.
- Ensure compliance with Conservancy policies and procedures.
- May act as a resource to others to solve problems and act in supervisor’s stead when instructed.
- Evaluate additional processes that may beneficial to the team and provide input to improve existing projects/goals.
- Travel and work flexible hours as needed.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Work is diversified and may not always fall under established practices and guidelines.