Program Assistant - Paid Internship (BFG)

The Biodiversity Funders Group; San Francisco (CA); Hybrid; USD 25,000 - 36,000; Part time

Job summary

The Biodiversity Funders Group in San Francisco seeks a part-time Program Assistant to provide essential administrative support for staff, members, and the board. The role includes coordinating meetings, maintaining records, and assisting communications for climate and energy initiatives.

Reporting to the Business Manager and collaborating with program leaders, you will help keep the membership data organized, update Salesforce records, and support outreach and fundraising efforts as needed.

Qualifications

• Proficiency with Microsoft Word, Excel, and PowerPoint; familiarity with Google Docs, Sheets, and similar applications.
• Ability to learn and work with new software programs; familiarity with Salesforce is a plus.
• Excellent written and verbal communication skills; editing/proofreading experience is a plus.
• Familiarity with nonprofit organizations; philanthropic or environmental/conservation experience is a plus.
• Exceptional time-management skills; ability to handle multiple tasks across teams.
• General office administration experience.

Responsibilities

• Coordinate logistics for the annual staff and leadership meetings; manage scheduling and reimbursements.
• Maintain board and committee records and background materials; schedule electronic meetings.
• Support membership communications and data upkeep, including Salesforce and shared drives.
• Prepare monthly membership updates and assist with the annual report collection.
• Occasionally assist program activities or undertake special projects as assigned.

Skills

Microsoft Word

Excel

PowerPoint

Google Docs

Google Sheets

Salesforce

Editing/Proofreading

Nonprofit familiarity

Time management

Office administration

Tools

Salesforce

Job description

Posted on December 04, 2018

ORGANIZATIONAL OVERVIEW

Founded in 1987 and located in San Francisco’s Presidio, the Biodiversity Funders Group is a professional association of grantmakers with a shared vision for a sustainable, just and healthy future for all life on Earth, advanced by a vibrant and effective philanthropic sector.

BFG supports member-driven programs and special initiatives that focus on climate change and energy, marine ecosystems, land and freshwater conservation, conservation science, the Gulf of California and Mexico, the Andean-Amazon Basin, and international biodiversity issues. With an annual budget of $1.8M and a staff of eight, BFG hosts convenings, briefings, and other educational offerings such as webinars throughout the year. https://biodiversityfunders.org/

POSITION OVERVIEW

The Program Assistant provides critical administrative support for BFG’s work with its membership and its board of directors as well as for its climate and energy program. The Program Assistant provides logistical support for virtual and in-person leadership meetings (20%); provides administrative support for the Climate and Energy Program (35%), and for other BFG programs (20%); and assists with critical communications, outreach, and record-keeping for the overall membership (25%). The Program Assistant intern reports to the Business Manager, and also works closely with the Director of the Climate and Energy Funders Group and the Executive Director of BFG.

KEY RESPONSIBILITIES

• Provide administrative support to the staff and planning committees organizing BFG’s annual meeting and the Climate and Energy Funders annual meeting, including scheduling planning calls; following up as directed with attendees, speakers, venues, and vendors; and coordinating reimbursements
• Schedule electronic meetings for board committees and other internal leadership groups, and maintain records, lists, and background materials for the board of directors
• Coordinate logistics (location, meals, lodging, etc.) for in-person board meetings and similar events
• Assist with ongoing recordkeeping and communication for BFG’s membership, including updating membership data and contact information in Salesforce and on the shared drive; sending out reminders and thank-you letters; keeping track of when proposals and reports are due; compiling information for monthly membership updates and BFG’s annual report
• On occasion, provide an extra hand for BFG program activities or take on special projects, as assigned

MINIMUM QUALIFICATIONS

• Proficiency with Microsoft Word, Excel, and PowerPoint; familiarity with Google Docs, Sheets, and similar applications (familiarity with desktop publishing or content management a plus); ability to learn and work with new software programs
• Some experience with, or willingness to learn, working with database managements (familiarity with Salesforce a plus)
• Excellent written and verbal communication skills (expertise in editing and/or proofreading a plus)
• Familiarity with nonprofit organizations (experience with philanthropy or environmental or conservation issues a plus)
• Exceptional time-management skills, with proven ability to proactively manage multiple tasks in different teams with poise and grace
• Familiarity with general office administration

STRONGLY DESIRED EXPERTISE

• Experience working in customer service, public relations, or fundraising (nonprofit background a plus)
• Experience in coordinating or supporting the logistics of conferences or other events
• Experience in community outreach, grants management, or donor relations for nonprofit or membership organizations

Experience in volunteering activities and other extracurricular activities is valued and can be counted towards the above qualifications.

PHYSICAL DEMANDS

• Required to sit for long periods of time.
• Extensive use of computer, keyboard and mouse
• Bend to file or retrieve documents
• Occasional light physical effort required
• Ability to lift and carry up to approximately 30 pounds

The above statements are not intended to encompass all functions and qualifications of the position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this description.

TIME REQUIRED:

24 hours per week (equivalent to 3 days of work). The internship starts in mid-January 2019, with a duration of at least four months, and preferably six (through June). In order to better accommodate the other responsibilities and commitments the intern may have, BFG offers some flexibility in the exact start and end dates, the work schedule, as well as allowing for some telecommuting. The candidate must still be able to regularly commute to the office in San Francisco’s Presidio.

COMPENSATION:

$22/hour. As a temporary position, this internship has no healthcare or other benefits.

APPLICATION DEADLINE:

Applications will be considered on a rolling basis.

No phone inquiries please.

The Biodiversity Funders Group is an Equal Opportunity Employer and does not discriminate on the basis of gender, gender identity, sexual orientation, age, religion, race or disability.

BFG’s commitment to diversity and inclusion is based upon our belief that the best organizations are composed of individuals who bring a variety of skills, perspectives, backgrounds, and resources to address complex and strategic challenges.