The Virginia Outdoors Foundation (VOF) seeks an organized, detail-oriented Administrative Assistant to work within the conservation grants division. This position will perform a supporting role in a variety of functions such as data management and tracking, record keeping, maintenance of project files, routine correspondence and reporting as well as assisting with the review of real estate transactions and financial requests. This individual must be a problem-solver with a positive attitude and a flexible work style who also possesses considerable organizational and office administration skills. This individual should be willing to pivot and adapt to conduct a range of tasks as needed to complete a project or assignment.
The Administrative Assistant position may work between 20-32 hours a week. The position will work in the Charlottesville office with occasional remote work available. Approximately 10% travel will be required for regional job duties, training, and staff meetings. Starting wage is between $19-$24 an hour, depending on experience. 32-hour employees will also receive benefits including health, vision, dental, 401k match, STD/LTD, FSA, life insurance, and a generous PTO plan. EEO/AA. The position closes October 29, 2021.
The Virginia Outdoors Foundation is a public foundation that works to protect Virginia’s natural resources for future generations and make safe access to the outdoors more available for everyone. Open spaces help to build stronger communities, and also have a direct correlation to health, education, economic, and general well- being. We value partnerships with landowners, community organizations, government agencies, and business leaders as we all work to make Virginia a better place to live, work, and play.
•Data-entry and record-keeping for grant project files using an online database and file storage system as well as and an online grant software program.
•Track grant deliverables and monitor deadlines for both internal and external grant programs.
•Coordinate between VOF grants division, finance division, and field staff on project deliverables and deadlines.
•Maintain accurate and complete project file records, including grant applications, agreements, legal documents, financial information, invoices and progress reports.
•Assist with real estate processes related to land purchases and easement recordation as well as assist with the review of due diligence checklists and items such as title searches, policy commitments, environmental site assessments, appraisals, and closing documents.
•Update and maintain two contact information databases
•Issue outreach correspondence such as program announcements and updates, both internally and externally
•Complete general correspondence with grant applicants such as grant award letters, payment letters, progress report requests, and other correspondence as requested such as IRS acknowledgement letters.
•Develop and format electronic and online forms for grant data collection.
•Assist with grant application review as requested.
•General office management tasks as requested.
•Detail-oriented with strong organizational and time management skills.
•Strong personal computer skills, including ability to use word processing, spreadsheets, databases, e-mail and internet search engines.
•Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro DC including designing forms, or a willingness to learn.
•Aptitude and willingness to work on complex work-flow procedures.
•Excellent oral and written communication skills
•Ability to handle a variety of assignments simultaneously and willingness to work extra hours as needed.
•Willingness to work both independently and as a part of a team in a deadline-driven environment.
•Knowledge of real estate transactions and federal and state grant acquisition programs.
•Knowledge of financial reporting.
•Demonstrated experience providing executive level administrative support.
Cover letter, resume, and contact information for three professional references required as part of online application.
Reasonable Accommodation: During the selection process, applicants with disabilities may request reasonable accommodation.
The Virginia Outdoors Foundation does not discriminate on the basis of race, color, national origin, gender, sexual orientation, religion, age, or disability.
Physical Requirements: Must be able to sit and stand for long periods of time. Must be able to walk/hike over varied terrain and in changing weather conditions. Must be able to lift up to 30 pounds.
Covid-19 protocols: The Virginia Outdoors Foundation is required to follow Executive Directive 18. Based on the Directive, all VOF employees must show proof of Covid-19 vaccine or submit to weekly Covid-19 testing.
Questions or requests related to the position can be emailed to the Human Resources Manager, Sara Brooks at firstname.lastname@example.org.
The position closes October 29, 2021