JOB TITLE: Administrative Assistant, Conservation Science (Part-Time)
EMPLOYER: NatureServe
SUPERVISOR: Vice President and Chief Scientist and Science Operations Manager
LOCATION: Arlington, Virginia (Washington, DC area)
DATE POSTED: March 28, 2008
Summary of Position:
The Administrative Assistant for Science provides administrative support to the Vice President and Chief Scientist and to other Conservation Science Division staff, and serves as an essential communications link between the science staff based in regional offices located in Massachusetts, North Carolina, Minnesota and Colorado and NatureServe's home office headquartered in Arlington, Virginia.
Essential Job Functions:
Administrative support duties include preparing and submitting financial forms (e.g., check requests and purchase orders); collecting and submitting divisional timesheets; organizing and maintaining divisional project and financial files; editing and distributing documents; drafting and responding to correspondence; and photocopying and faxing.
Coordinates communications within the Conservation Science Division (including regional office and remote staff), as well as between the Conservation Science Division and other NatureServe divisions, and with NatureServe member programs and other external partners.
Provides logistical support for planning and implementing meetings, conference calls, workshops and retreats. Schedules and prepares background materials for meetings and special presentations. Takes and transcribes minutes at meetings as needed.
Creates and maintains divisional administrative files (electronic and paper) including core contract and subcontracts, timesheets, and divisional accounting files, and files related to major projects, fundraising, and business development opportunities.
Works closely with Science Operations Manager to provide project management, budget support, and assistance to regional office staff as needed. Assists project managers to ensure that all project-related paperwork and forms are completed in a timely manner.
Manages calendar for Chief Scientist; coordinates travel and prepares travel reports as needed.
Contributes to the preparation of the annual divisional budget, assists with project proposals and budgets, and assists with the annual performance review process.
Assists other departments and performs other duties as required.
Education and Experience:
Bachelor's degree and two to three years of office-related experience, or equivalent combination of skills and experience.
Required Skills and Capabilities
Excellent organizational and administrative skills. Detail-oriented, conscientious, takes initiative, and completes tasks independently. Facility with numbers required.
Excellent verbal and written communication skills. Must be able to effectively edit and proofread documents.
Proficient in MS Office and able to quickly learn in-house project management and financial tracking software. Excellent typing skills (60-70 wpm).
Ability to make decisions and solve problems. Excellent multi-tasking skills and demonstrated ability to set priorities.
Ability to work well with a wide variety of people and be a team player.
Ability to handle sensitive/confidential information with tact and discretion.
Other Desired Skills
Familiarity with biological or ecological sciences or biodiversity conservation.
Experience with financial tracking and reporting.
Experience with event/meeting planning.
Familiarity with and commitment to NatureServe?s focus on biodiversity conservation.
Contact
Send resume and cover letter to:
Attn: Job # AAS8031
NatureServe
1101 Wilson Blvd., 15th Floor
Arlington, VA 22209
FAX: 703-908-1917
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