Administrative Coordinator, Science and Conservation, The Morton Arboretum - Lisle, IL

 The Morton Arboretum’s Science and Conservation team is seeking a coordinator to play a key role in supporting the operational needs of a dynamic team dedicated to protecting and preserving the world’s trees. In this role, you will provide essential administrative support, manage logistics, coordinate grants and contracts, and facilitate collaboration across the department and beyond. You will handle a variety of tasks, including scheduling, travel arrangements, and event planning to ensure the smooth operation of our science and conservation efforts. If you’re a detail-oriented, organized professional who thrives in a collaborative environment, and you are passionate about supporting impactful scientific work, this position is for you!

 

Position Summary: 

Provide administrative support to the Science and Conservation division including the Vice President of Science and Conservation and other Science and Conservation leaders. Ensure efficient departmental operations by managing logistics, coordinating grants and contracts, and supporting cross-departmental collaboration.

 

Essential Functions: 

• Provide administrative assistance to the Science and Conservation division, including but not limited to, the Vice President of Science and Conservation, Director of the Center for Tree Science, Director of Global Tree Conservation, Director of Scientific and Government Relations, and Director of the Herbarium. Responsibilities include scheduling, expense reporting, travel arrangements, meeting logistics, and staff timecard reviewing.

• Support the preparation, routing, and tracking of contracts, grants, agreements, and other essential documents. Serve as a liaison with the Development and Finance Office teams to facilitate accurate and timely processing of grant applications, funding proposals, and other documents through institutional workflows.

• Support the tracking and reporting of departmental activities,  including coordination of weekly, quarterly, and annual reporting for the institution and the board of trustees.

• Coordinate the scheduling, logistics, and event planning for departmental meetings, symposia, visitor tours, and conferences held at the Arboretum and other locations. Tasks include booking meeting rooms, managing room setups, facilitating hybrid meeting arrangements, placing and tracking catering orders, and coordinating speaker travel arrangements.

• Support administrative needs of ArbNet, with a focus on facilitating the arboretum accreditation program application and renewal process.

• Act as a point person to maintain departmental systems and information and ensure alignment of departmental processes and systems, such as contact management and staff lists, and ensure alignment with other administrative staff across the organization including providing back-up coverage as needed. Assist staff with database contact management, newsletter coordination, and content updates on the Science and Conservation section of the Arboretum’s website

• Coordinate incoming requests for information, ensuring timely and accurate responses. Support the development of a consistent process for collecting and tracking departmental information.

• Oversee general office duties and support functions, including mail processing, package handling, supply and equipment ordering. Ensure the smooth operation and maintenance of office equipment.

• Represent Science and Conservation at appropriate meetings, develop and share meeting agendas (with guidance from S&C leadership), attend and record minutes of selected meetings as assigned, and complete appropriate follow-ups (task management, reports, correspondence) as needed. 

• Support the onboarding and training of new staff in administrative processes. Assist with the creation and maintenance of “How To” documents and institutional training resources.

• Demonstrate alignment with the Arboretum’s employee core values to be inclusive, take ownership, work together, keep learning, and make the Arboretum exceptional.

• Other duties as assigned.

 

Qualifications:

High School diploma or equivalent required. Associate degree preferred. 3+ years of relevant administrative experience required. Executive-level support experience preferred. Excellent administrative and organizational skills required in order to handle a variety of activities simultaneously and effectively. Advanced proficiency with Microsoft Office and Google applications required. Ability to use and/or learn software systems related to budgeting, project management, and contact management required (e.g., SalesForce, SmartSheets). Ability to handle confidential or sensitive information securely and professionally required.

 

Success Factors:

Detail-oriented, responsive, flexible, and accurate with strong multi-tasking skills and communication skills as well as the ability to work under pressure and prioritize multiple workstreams. Willingness to jump in and help colleagues on short notice. Ability to work in a team-based working environment both within the department and cross-departmentally. Ability to handle confidential records and information with discretion is essential. Professional deportment in interactions with staff, business executives and contacts, vendors, and visitors.

 

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Physical Demands: Requires some physical activity. May require prolonged periods of sitting.

• Work Environment: Office environment. Work is performed primarily indoors, although travel within building and grounds is required. 

• Equipment: General office equipment.

The expected hiring range for this nonexempt position is annualized at $53,000-$55,500 based on experience that will be evaluated during the candidate selection process. We believe in the importance of pay equity and consider the internal equity of our current team members as a part of the final offer. This position is also eligible for a competitive benefits package 

For full consideration, please include a resume and cover letter with application.

APPLY here!

Program Officer - TRB Technical Activities Division, The National Academies of Sciences

Who: The National Academies of Sciences

What: Responsible for developing and managing one or more programs or projects in the TAD with minimal oversight by Director or Senior Program Officer. Develops program or project strategy and budget, supervises staff, and ensures program or project meets objectives. Assembles committees/panels and serves as staff liaison between committee/panel members and the National Academies. Develops prospectuses and raises funds for new projects.

Responsibilities:

• 1. Manages a portfolio of standing technical committees and other volunteer groups in one or more modal, disciplinary, or broad objective areas under the supervision of a Senior Program Officer or Director. Is responsible for overseeing all activities of these committees and volunteers, ensuring that they conform to TAD policies and procedures and contribute to the mission of TRB, with particular focus on critical issues or other top priorities and emerging issues as they relate to research and innovation. Designs and manages multiple and/or highly complex programs or projects. Works with volunteer leaders to develop committee and activity strategies and plans. Develops budgets and staffing requirements and ensures stated objectives are met. Conducts program or project evaluations.

  2. Manages the formation, rotation, and dissolution of standing technical committees and other volunteer groups according to TAD policies and procedures. Works with committee chairs to ensure that committee membership is balanced with respect to relevant perspectives and potential biases and reflects appropriate demographic diversity. Supports chair in encouraging equitable engagement of committee members and other volunteers. Leads convening activities such as meetings, forums or workshops. Communicates and coordinates with the chair and other volunteers. Identifies and gathers research materials. Solicits and contacts potential volunteers. Facilitates the flow of information among volunteers, staff, and other applicable parties.

  3. Conducts workshops and/or meetings. Develops agendas, invites presenters and participants, oversees multimedia presentations, coordinates with staff in TAD’s Operations Group on meeting logistics, and prepares written summaries.

  4. Prepares background papers and technical summaries and syntheses. Develops written products (e.g., reports, proceedings, white papers, e-circulars). Reviews committee-produced products in coordination with TRB Report Review Officer. Drafts and edits materials for publication; cooperates with TAD Publishing Group to identify expert peer reviewers and to ensure that TAD publishing standards and procedures are adhered to.

  5. In collaboration with committee chairs and members and under general guidance of the incumbent’s supervisor and the Deputy Director for Program Content, guides the subject-matter content of activities such as the TRB Annual Meeting, specialty conferences, workshops, and meetings. Oversees the overall technical program of these activities to ensure relevance to TAD priorities, avoidance of unnecessary duplication with other committees’ work, appropriate balance of perspectives, and avoidance of conflicts of interest. Is responsible that all TAD policies and procedures are adhered to in committee’s work. Manages development of agendas and may coordinate invitation of presenters and participants.

  6. Cooperates with other staff in the TAD Program Content Group, the TAD Operation Group, and the TAD Publishing Group in the planning and logistics of activities such as the TRB Annual Meeting, specialty conferences, and journal publication to ensure smooth functioning and consistent application of policies across all committees and activities. Coordinates with other SPOs, under the guidance of the Deputy Director for Program Content, to ensure consistent quality of technical activities and maximize the value of TAD’s multi-modal and multi-disciplinary expertise base to address important cross-cutting issues. May be called upon to take on or assist with planning tasks in support of the TAD Operations and Publishing Groups, which require some knowledge of technical content and/or volunteer functions and needs.

  7. Responsible for communications among committees in incumbent’s portfolio and between TAD and the committees and committee leadership. Responsible for communications activities related to assigned programs or projects. In coordination with TAD and TRB communications staff, publicizes programs and other priorities. Works with Communications professionals to develop complex and content-rich materials and websites to provide interest groups with information generated from and for activities.

  8. Where applicable, manages dissemination of reports and other types of publications. Identifies and engages external organizations in dissemination. Prepares dissemination materials. Conducts dissemination meetings.

  9. May supervise technical or procedural work of other staff under the overall guidance of relevant TAD policies and authorities. Conducts performance reviews. Ensures consistent application of organizational policies. Ensures consistent application of organizational policies.

  10. Responsible for financial management of assigned programs or projects, including overseeing budget and schedule. Collaborates with financial staff to ensure compliance.

  11. May participate in field visits to state departments of transportation and other transportation agencies, universities, and organizations to gather information about research and innovation, exchange knowledge, and provide information about TRB activities and services and how to get involved as a sponsor, affiliate, or TAD volunteer. Conducts other communication and information exchange activities with sponsors, agencies, universities, and other organizations through web meetings, webinars, and other methods that may not involve travel.

  12. Collaborates with experts and sponsors from federal, state, and local government agencies, foundations, schools, and other organizations. Represents the unit and committee within and outside the National Academies.

  13. Maintains ongoing relationships with major sponsors and develops new sponsors for TRB’s Core Program. Seeks patrons and exhibitors for the TRB Annual Meeting and specialty conferences in collaboration with staff responsible for patrons and exhibitors and, as appropriate, with volunteers.

  14. Oversees planning for conferences, supporting committees in developing program content, ensuring that TAD policies and procedures are followed, and coordinating with staff in TAD’s Operations and Publishing Groups.

  
  

Qualifications:

Required Knowledge, Skills, and Abilities: Advanced knowledge of scientific, technical, or policy issues in a related discipline. Strong program/project management skills. Ability to understand and share technical/scientific issues with diverse audiences. Ability to solve intellectual problems that are varied and complex using originality and ingenuity. Ability to operate using appreciable latitude for independent judgment and action. Ability to manage and develop projects. Ability to work successfully in a team environment and to form and maintain effective teams. Experience working in complex environments with a high degree of organizational effectiveness. Ability to develop relationships with co-workers, employees in other National Academies' departments, and external constituents through effective communication. Excellent communication skills with a proven ability to effectively interact with all levels of staff and constituents.

Minimum Education/Training Requirements: Master's degree in a related field or equivalent knowledge.

Minimum Experience: Three years of related professional experience. Demonstrated basic proficiency in conveying scientific/technical/policy information in verbal and written form.

Preferred Education: Ph.D. in related field preferred.

Physical Capabilities: Ability to work at a computer for extended periods of time. Ability to travel.

Required Licenses, Certification or Registration: None.

Supervisory Responsibilities/Controls: Typically reports to senior program officer or director. General direction is provided. Supervises project/program staff with minimal oversight by director/senior program officer.

Work Environment: Office environment, with occasional travel between National Academies' facilities and to off-site meeting/sponsor locations.

Apply here.

Community & Partnerships Organizer, Union of Concerned Scientists

Who: Union of Concerned Scientists

What: The Clean Transportation Program is looking for an experienced organizer who will help build up a community of experts and activists across the US and work to support and build power with grassroots partners in the pursuit of reduced climate emissions, increased access to mobility for underserved communities, and improved public health. In this role your work will have real, lasting impacts on how transportation policy decisions are made on the national, state, and local levels, and on the development of thoughtful and effective leaders nationwide. The right candidate will be able to foster authentic relationships with frontline communities bearing disproportionate burdens of transportation pollution—primarily Black, LatinX, and Asian American communities—and will identify and shepherd leaders through their advocacy journey on issues of transit, equitable mobility, and truck and bus electrification.

Responsibilities:

• Promote efforts to strengthen and diversify both the UCS Science Network and the Science and Community Action Network (SciCAN.org), working to recruit, engage, and provide support to members of both networks and ensuring they are truly inclusive, and values aligned.
• Build relationships that bolster frontline communities in their battles against environmental, economic, and social injustice.
• Design and oversee the creation and delivery of trainings, tools, and action opportunities for leaders to strengthen their impact as advocates.
• Plan, implement, track, and evaluate tactics and initiatives that support long term online community and partnership strategies.
• Compose and review outreach and campaign materials including action alert emails, fact sheets, talking points, social media content, and other written materials as needed, translating technical materials for varied external audiences.
• Work with UCS communications and media staff to develop creative products and media strategies to bolster organizing efforts.
• Ensure effective coordination with cross-programmatic relationship building and federal and state campaign activity.
• Represent UCS and SciCAN at events and conferences, as well as more generally to the public, decisionmakers, allies, and experts.
• Supervise interns and consultants as needed.
• Contribute to the creation of a team culture in which all staff are safe, respected, and heeded.
• Develop metrics for, track effectiveness of, and help ensure implementation of lessons learned from campaign activities.
• Stay informed about science advocacy, clean and equitable transportation, and community organizing-related issues.

Qualifications:

Position requires three to five years of relevant experience in relationship building, community organizing, and utilizing online and offline mobilization strategies, and a bachelor’s degree or equivalent training and experience. Also required are: Demonstrated ability to build and maintain relationships with partners, with a preference for experience working with racial/social justice organizations. Demonstrated ability to thoughtfully navigate issues related to diversity, justice, equity, and inclusion and a deep commitment to advancing these values. Demonstrated ability to work both independently and as a member of a multidisciplinary team in a fast-paced environment while managing multiple projects and deadlines.

Strong project management, time management, written, and verbal communication skills.

May spend extended periods at computer. Little or no exertion required. Some travel required.

At UCS, comparable training and/or experience can be substituted for degrees when appropriate.

UCS is an equal opportunity employer actively seeking to diversify its staff. In particular, we’re dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy. We’re also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We believe the inclusion of culturally diverse perspectives will improve our work and produce better societal and environmental outcomes for all, including historically disenfranchised communities.

Apply here.

Program Associate, Union of Concerned Scientists

Who: Union of Concerned Scientists

What: The Climate and Energy Program within UCS is a large team of scientists and analysts, along with campaign, fundraising, and communications staff, who work on science-based solutions to climate change. UCS is seeking a program associate who will help support the Climate and Energy Program with its administrative needs, including project management, scheduling, and communications. The program associate will help develop and implement systems that make communication and transparency easier between and among project teams and throughout the program. The ideal candidate is organized, reliable, flexible, and ready to help a large team function at its best.

Responsibilities:

• Provide support for various campaign activities, including planning trainings for UCS supporters, helping schedule and send email alerts, and providing administrative assistance for zoom meetings and webinars, as well as in-person events (eventually)
• Provide scheduling support and note-taking for regular meetings.
• Support project management by organizing materials, aggregating notes, and compiling next steps for project and campaign teams.
• Support the production of reports and other materials by gathering and compiling data; helping researchers keep track of their sources; and searching, organizing, fact-checking, and summarizing material such as data, photos, and graphics.
• Support organizational learning on issues of racial equity, justice, and dismantling oppression.
• Support program-wide administrative needs including set-up and management of vendor contracts, processing and tracking of invoices, and management of file storage for project and program materials.
• Support other program requirements as needed.

Qualifications:

Position requires at least two years of relevant experience as an administrative, executive, or research assistant.

May spend extended periods at computer. Little to no travel is anticipated in position.

At UCS, comparable training and/or experience can be substituted for degrees when appropriate.

UCS is an equal opportunity employer actively seeking to diversify its staff. In particular, we’re dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy. We’re also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We believe the inclusion of diverse perspectives will improve our work and produce better societal and environmental outcomes for all, most importantly for environmental justice/front line communities. UCS is committed to building a diverse, inclusive, and equitable workplace culture, as well as ensuring such is reflected in our engagement with supporters, media, vendors, allies, and others.

Apply here.