570-245-8518 7 East Water St. Lock Haven, PA 17745

Field School Operations Coordinator

The Wildlife Leadership Academy Field School Operations Coordinator will be responsible for the administrative operations of the Academy’s summer field schools including managing personnel paperwork and providing risk-management and logistical support for programming.  The Operations Coordinator will be responsible for processing receivables including tuition, paying bills, invoicing, and paying contractors.  To support field school, you will administrate staff hiring, manage risk management compliance, process paperwork for the field school season, and support program preparation in coordination with the Youth/Alumni Outreach Manager.  You will also provide in-person logistical support at the summer field schools and other programming events.

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SEASONAL Full Time position, 7 months (April 1 – October 31). Position may be extended if funding allows. If field school happens in person, you will be expected to be on call for the weeks of fields school and/or be expected to stay overnight at the residential field schools (6 days 5 nights each); in the off season, you will be expected to stay overnight at weekend events.
Lock Haven, PA; summer field school location is off-site (near Lamar, PA)
Executive Director
Dependent on experience. Travel costs, other than regular commutes to the office, will be reimbursed.
Preference is given to applications received by March 1, 2021 and will be reviewed as they are received.
The Wildlife Leadership Academy is a 501(c)(3) non-profit whose mission is to engage and empower high school age youth to become Conservation Ambassadors to ensure a sustained wildlife, fisheries and natural resource legacy for future generations. This Academy experience begins with our Conservation Ambassador training for high school students, which includes attending rigorous 5-day residential summer field schools taught by leading natural resource professionals that focus on wildlife/fisheries conservation, as well as leadership skills development. Equipped with knowledge and skills, through the next year, students serve as Conservation Ambassadors in their communities, giving back through education, service, media engagement, the creative arts and outdoor mentorship. As students grow with the Academy, they explore career possibilities via professional conferences and college visit days, gain work experience via our summer field schools, and engage in professional development through our Academy Alumni Network.

What you Bring

You are able to enthusiastically think on your feet, anticipate needs and solve problems before they become an issue.  You will be responsible for ensuring that Academy participants have a safe, healthy and high quality experience.

You enjoy personnel management and program logistics. You will manage on-boarding of staff and participants, risk management protocols, and logistics needs for the field school and other event operations.

You are highly organized. You will maintain an organizational storage and inventory system for the replenishment of field school materials and supplies.

You are comfortable with a variety of tech platforms. As a progressive team, we rely heavily on online project management and data analysis tools which you will use daily such as Little Green Light, MS Suite, Adobe Suite, Dropbox, Typeform and Zoom.

You are highly collaborative. You understand that operations are essential for achieving our organizational goals. You invest in learning about our programs and collaborating with staff to meet our mission.

You have a high attention to details. You will manage/maintain up-to-date background check and health records on employees and volunteers that ensure we are providing a safe environment for the youth and adults that we serve.

You appreciate the culture of summer camp.  You understand what it means for youth and adults to make connections that last a lifetime though the shared experience of summer camp.  You also understand that the safety of our staff, volunteers, and participants is of the utmost importance.

You are adaptable.  Given the current situation with COVID-19, you are adaptable to pivoting operations in another direction if need be to fulfill our mission and do it with a positive attitude!

ADDITIONAL QUALIFICATIONS

Experience managing logistics, coordination, and operations.

The ability to embed organizational values and an equity lens into operating practices.

Experience working with and/or managing on-boarding of personnel.

Demonstrated ability to work with diverse personalities, and a wide variety of professional backgrounds and experiences.

Ability to multitask, meet deadlines and innovate new systems as needed.

Strong oral and written communication skills.

Bonus qualification: background in natural resources and or wildlife/fisheries sciences.

YOUR RESPONSIBILITIES

Health Care / Risk Management Coordination and Orientation

You will review, update, and prepare staff risk management related materials including emergency procedures, field school rules and policies, and the Academy’s Child Protection Policy (to be aligned with state laws). // You will work with the Executive Director, field school facilities managers, and health care coordinators to update and implement protocols for Covid-19. // You will manage an up-to-date database with clearance information in accordance with the Academy’s Child Protection Policy, PA State Law, and insurance requirements / follow up with those who need clearances updated. // You will lead the field school orientation section addressing risk management. // You will review participant health care histories, entering appropriate information into the database, and communicating generally with the health care coordinator about any major issues before field school. // You will review, update and coordinate with a local doctor’s office to review “standard orders”.

Pre-field School Logistics

You will book summer rental vans, applying for special permits, acquiring on-loan telemetry equipment, confirming field school dates with facility and caterer. // You will oversee tracking, inventorying, and ordering all field school materials before and during the field school season – included medical supplies, kitchen supplies, WLA swag, educational supplies, field supplies, computers, and more. // You will maintain organization of materials in the office, the trailer, and while at field school and re-organizing after field school season – includes packing and unpacking the trailer when necessary. // You will prepare meal numbers for each field school and communicate with the caterer about these numbers and any allergies and/or diet needs. // You will assign instructor cabins and communicating with the facility about needs for number of cabins and coordinate staff room assignments.

AT-Field School Logistics

You will coordinate housing assignments for participants, instructors and staff including placing appropriate signage. // You will make sure all staff and volunteers have the appropriate materials, supplies and swag including apparel, field school materials, and orientation materials. // You will ensure the staff Leadership Team has all needed risk-management materials including youth/parent, adult mentor, and instructor arrival and departure paperwork. // You will ensure the Health Care Coordinator has the appropriate materials. // You will work with the Director to be the liaison between the Lead Coordinator, the Health Care Coordinator, the Camp Host, and the Caterer, about any health care and/or logistical needs (i.e. dietary considerations, missing/needed supplies, assisting with parent phone calls, etc.). // You will work with the Director to be the liaison between the field school and home office including ensuring field school curriculum documents, necessary data (i.e. team names/participants) and digital files are organized and make their way to the appropriate file system once back in the office.

Additional Event / Program Assistance

• Responsible for managing communications and costs with facilities for other field school events or programming including the Alumni Reunion/Winner’s Weekend and any Advanced Educational Trainings. // Responsible for supporting the logistics of Alumni Reunion/Winner’s Weekend and other events including ordering supplies, coordinating timing, etc.

Field School Administration

You will manage summer staff agreements and instructor contracts and coordinate with third party accounting personnel to facilitate payroll. //You will be responsible for coding and preparing monthly expenses as needed including processing and tracking field school tuition.//You will provide administrative assistance, including oversight of facility contracts, and establishing and managing vendor accounts and relationships. // You will be responsible for understanding the Academy budget in relation to field school operations. // You will be expected to be familiar with organizations insurance policies including Workers Compensation and ensure we are in compliance with those policies. // Your will support donor and participant/alumni data management and fundraising efforts as needed.

The Wildlife Leadership Academy is an equal opportunity employer and does not discriminate on otherwise qualified candidates on the basis of race, color, religion, national origin, ancestry, sex, age, mental or physical disability, pregnancy, sexual orientation or expression, marital status or veteran status, or any other legally protected characteristics under applicable federal law.