ARMS Program Coordinator

Key Responsibilities:

• Coordinates logistical and operational details supporting the timely implementation and progression of the Project across the Academy;
• Assists to write, submit, and obtain collecting and scientific permits;
• Assists to develop, plan, and execute field expeditions, while working directly with the Hope For Reefs team, as well as collaboratively with other teams, as needed
• Supports and coordinates travel, logistics, and arrangements for field work and offsite meetings for the team and others, including lodging, flights, equipment rentals, etc. globally, depending on Project geographies;
• Works with the Hope For Reefs co-directors to create project timelines and workflows
• Assists in tracking the ARMS project budget of ~$2 million and other Hope For Reefs projects as needed. This involves monitoring expenditures to ensure spending aligns with budget allocations.
• Manages and tracks purchases for projects, as needed
• Attends internal and external meetings as the Hope For Reefs representative and reports back to co-directors, as needed.ment, planning, and implementation of small-scale convenings and community listening sessions, including finding and reserving meeting spaces, procuring supplies, arranging catering, and managing participant registration and attendance;
• Organizes shared files and Google drives. Uses existing Academy systems and develops new systems to organize projects and files, keep records, maintain shared photo libraries and shared presentation libraries, etc.; 
• Coordinates the efforts of outside vendors and partners, including logistics, when necessary
• Works with co-directors and staff in scheduling and arranging meeting details, including reserving rooms, providing audio-visual support, arranging room set-up, and taking notes in meetings when needed
• Liaises and meets with existing partners and helps build new partnerships that support project/program efforts;
• Assists in creating and distributing informational and promotional materials, such as posters, “how-to” guides, and infographics summarizing results of programs, projects, and events;
• Communicates with volunteers and manages volunteer lists as needed;
• May work early mornings, evenings, and weekends, as needed for scientific workshops at the Academy and field work;
• Ability to travel to field sites in the South Pacific up to three times per year (trips are typically two weeks long).
• Performs other job-related duties as assigned.

Qualifications: A successful candidate will have the following:

• Works with co-directors, project leads and Development staff on funding proposals as well as narrative reports outlining activities and accomplishments.
• Works with communications and web development teams to create and manage project-focused communications, which may include tasks such as identifying key team members to meet communications needs, updating web pages, and designing other public-facing messaging; works with the Academy Digital Engagement and Communications teams to plan media and social media outreach as needed;
• Provides support in the develop

Experience and/or Education:

A qualified candidate will possess a combination of the following education and/or equivalent experience:  

• Two years of experience in office coordination, program administration, or similar
• One year experience with tracking program funding budgets
• One year experience with field work logistics
• Bachelor's degree, prior work experience, or a combination of these qualifications

Skills and Abilities:          

• Exceptional communication and interpersonal skills;
• Proactive, adaptable, and resourceful;
• Enjoys managing and solving financial, logistical, and operational details;
• Calm under tight deadlines, adapts quickly to plans that might change;
• Demonstrated troubleshooting and problem-solving abilities;
• Prioritizes responsibilities and deadlines; anticipates workflow;
• Strong interest in the natural world, and ability to communicate that passion;
• Excellent attention to detail;
• Willingness and ability to quickly learn other analytical and reporting software;
• Works well as a part of multi-disciplinary teams, diverse stakeholder groups, and independently;
• Able to maintain strict confidentiality and comfort with being privy to sensitive information;
• Committed to working on a team that is striving to be anti-racist in work, interactions, systems, and tools;
• Demonstrated ability to successfully collaborate with scientists and non-scientists

Physical Environment:
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

• Ability to transport 25lbs
• Ability to perform repetitive motions 50% of the time