Administration Coordinator

Job Description

Job Description

Salary : $28.12 per hour

TITLE : Administration Coordinator

LOCATION : Brooklyn, NY Office - Hybrid

EMPLOYMENT TYPE : Part-time employee, 20 - 25 hours a week

FLSA Classification : Non-Exempt employee

START DATE : March 1, 2024

DEPARTMENT : Finance and Administration

SUPERVISING MANAGER : Executive Director. Will transition to Finance and Administration Senior Manager once that position is filled

DIRECT REPORTS : N / A

About Rainforest Foundation US

For over 30 years, Rainforest Foundation US (RFUS) has worked to address climate change and safeguard biodiversity by promoting the rights of indigenous peoples and supporting their efforts to protect and defend their rainforests.

Science shows that forests managed by indigenous peoples are healthier, suffer less deforestation, capture more carbon, and contain more biodiversity than forests managed by private or public entities including nationally protected areas.

What’s more, scientists tell us that protecting forests is as important as reducing greenhouse emissions if we hope to stem the tide of ecological collapse.

RFUS works in partnership with indigenous communities and their representative organizations to protect tropical rainforests by supporting their efforts to secure rights to their lands, strengthen monitoring and land security, influence laws and policies that protect their resources, and build strong and sustainable community leadership.

By investing directly in indigenous communities, RFUS connects the people rooted in the land with the tools, training, and resources to be effective advocates and protectors of the forests they call home.

RFUS currently operates four country programs in Brazil, Guyana, Panama, and Peru, and hosts a number of regional partnerships in Central America, the Amazon Basin, and internationally with the Global Alliance of Territorial Communities.

About the Position

The Administration Coordinator is responsible for the day-to-day administration of the organization. The Administration Coordinator oversees the administrative tasks and makes sure that the organization's general operations run smoothly.

The Administration Coordinator will plan and implement administrative systems that are fit for purpose in a globally dispersed, values-driven organization to ensure the goals and objectives of the organization are achieved.

Main responsibilities include but are not limited to :

General Administrative Support

• Serve as the first point of contact for the organization, fielding general organizational inquiries via phone, email, and physical mail
• Perform day to day administrative tasks as well as manage longer term administration related projects
• Serve as the point person for staff for solving administrative issues
• Support the Finance and Administration Senior Manager in selecting, negotiating, and contracting vendors and providers for the organization (E.

g., IT, insurance, HR and Finance software, Program events venues, etc.) in consultation with relevant department heads

• Manage vendor agreements and coordination to administer and troubleshoot organizational operational systems, services, and subscriptions
• Support annual work plan development process for departments and staff
• Collaborate with the People & Culture team and Managers to ensure the organizational and individual goals are captured in the appropriate performance and development management tools
• Ensure the new processes, systems, and tools are widely adopted within the organization and are documented as part of organizational processes for the purpose of administration
• Manage and oversee procurement policy compliance
• Schedule staff and management meetings
• Take notes as needed during internal meetings and support follow up
• Support board meeting material preparation
• Support People & Culture Department in administrative tasks as needed

Organizational Policies, Procedures, and Risk Support

• Support the development, implementation, monitoring and updating on an annual basis of the general organizational policies and procedures, including matters related to work travel, procurement, security, etc., and related risks
• Ensure Policies and Procedures are available to all staff and new staff upon onboarding, and consultants when needed
• Coordinate with each functional department of the organization to promote a culture of high performance, safety, and accountability by better supporting internal processes
• Support the Finance and Administration Senior Manager to ensure all organizational insurance vendors and insurance policies are in place to mitigate risks, fulfill the RFUS needs and legal requirements
• Develop and implement the organization's document retention policy
• Design and manage organizational documentation protocols and systems in digital format (Google Drive) and in hard copy to ensure retention and availability of institutional knowledge

Apps and IT Management

• Ensure all digital apps, tools, software, services, platforms, and other IT and operational tools are cost-effective and fit for purpose for a dispersed organization
• Responsible for the centralized acquisition process for all IT equipment
• Support department teams to research, identify, and facilitate the use of organizational project management and tracking tools within and across departments, ensuring we take advantage of their full functionality (e.

g. tools related to work plan workload monitoring, internal communications, a dashboard for assessment and planning, etc.)

Facilitate coordination with outsourced IT services to update, troubleshoot, and ensure the smooth operation of IT solutions on a day to day basis

Office Management

• Manage NYC physical office space, utilities, services, and spatial planning, including coordination with building management for facilities maintenance as needed
• Purchase materials and supplies for NYC office

Travel and Event Planning

• Oversee effective implementation of the organization’s travel policy
• In coordination with the Program Administration Coordinator, assist travel planning and event logistics, supporting engagement with travel agencies as needed, such as for staff retreats and other staff or Board engagements

And any other duties as assigned or needed to help drive to our Vision, fulfill our Mission, and abide by our Organization’s Values.

Requirements

• Experience in non-profit operations and administration or project management in similar positions
• Demonstrated proficiency in executing the primary responsibilities outlined, including technological expertise and being tech-savvy
• Ability to effectively coordinate stakeholders for policy development and implementation
• Proficient in organizing logistics and managing travel arrangements
• Fluency in English and Spanish required
• Possess highly developed interpersonal skills and proven track record of constructive collaboration across teams to manage multiple priorities
• Excellent communication skills
• Strong ability to prioritize tasks and manage workload effectively

Compensation and Benefits

Compensation : It is a non- exempt, part-time position according to the FLSA. Compensation for this role is $28.12 per hour.

Workplace Culture & Conditions

We are looking for a candidate based in the NYC office or a hybrid.

Rainforest Foundation US prides itself on providing a flexible, equitable, family-friendly, and inclusive work environment that values work-life balance.

Our offices are pet friendly and located in a historic downtown Brooklyn neighborhood that is easily accessible by public transit and boasts many restaurants and services.

Commitment to Equal Employment Opportunity

Rainforest Foundation US does not and shall not discriminate based on race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status in any of its activities or operations.

We are committed to an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.

Black, indigenous, and people of color are highly encouraged to apply.

Visit : https : / / rainforestfoundation.org / about / join -our-team /