Program Operations Associate, Conservation Innovation

Open Space Institute; New York (NY); Hybrid; USD 66,000 - 70,000; Full time

Benefits offered by this job

Health benefits

Job summary

The Open Space Institute (OSI) is seeking a Program Operations Associate in Midtown Manhattan. The role supports the Capital Strategies program by handling administrative duties, contracts, and payments, while coordinating with multiple departments within Conservation Innovation.

The position is hybrid, with in-office days and travel as needed. Responsibilities include preparing CS materials for committees and boards, managing calendars, and organizing meetings, minutes, and presentations.

Qualifications

• Bachelor’s degree or equivalent experience
• Minimum of two years full-time administrative support experience
• Proven ability to use good judgment and take initiative; proficiency with databases, internet tech and various programs
• Commitment to OSI’s mission and teamwork
• Non-profit administrative experience is a plus

Responsibilities

• Spearhead information sharing between CS and other OSI departments
• Assist in development of CS materials for Advisory Committees, CS Committees, and Board meetings
• Coordinate distribution of departmental press releases, newsletters, grant reports and website updates
• Maintain mailing lists and liaise with External Affairs for content updates
• Process grant/loan applications and track payments with Finance and Legal for agreements
• Schedule meetings, organize travel, and compile expense reports
• Record minutes and assist with board materials
• Provide coordination and assistance for related teams within Conservation Innovation

Skills

MS Office Suite

InDesign

Adobe Creative Suite

Budgeting/Variance analysis

Time management

Attention to detail

Teamwork

Administrative support

Grant-making with foundation

Internet technology proficiency

Database management

Education

Bachelor’s degree or equivalent experience

Tools

PowerPoint

Excel

Outlook

InDesign

Adobe Acrobat

Job description

Work Arrangement: Hybrid; in office a minimum of 3 days per week with flexibility to work from home up to 2 days, and in accordance with business needs

Pay Range: $66,000-$70,000

Date: September 2026

About the Open Space Institute

The Open Space Institute is a national leader in land conservation and efforts to make parks and other protected land more welcoming for all. Since 1974, OSI has partnered in the protection of more than 2.5 million at-risk and environmentally sensitive acres in the eastern U.S. OSI’s land protection promotes clean air and water, improves access to recreation, provides wildlife habitat, strengthens communities, and combats the devastating impacts of extreme weather.

Position Overview

Through its Capital Strategies Program (CS), the Open Space Institute seeks to facilitate protection of selected landscapes in the eastern United States by making available grant and loan capital to the region’s land trusts; and by synthesizing and translating research and providing planning assistance that complement and enhance strategic conservation.

The Program Operations Associate reports to the Senior Vice President of Capital Strategies and is responsible for support and administrative duties for the program. They will be responsible for administration of all aspects of the CS program, including processing of capital and planning regrants; organizing and managing program documents; coordinating communications within and between programs and departments; scheduling and overseeing logistics for meetings, workshops and conferences; administering of contracts and tracking payments; and providing support for Advisory, Committee and Board meetings. They will work closely with the other staff in the department.

The CS team is part of the broader Conservation Innovation team. In addition to supporting the CS program, the Associate will also provide coordination and administrative support to other teams within Conservation Innovation, which include Conservation Communities, Science and Planning, and Conservation Innovation management.

Primary Roles and Responsibilities

Communication and Reporting

• Spearhead information sharing between CS and other OSI departments to enhance organizational learning.
• Assist in the development of CS materials for Advisory Committees, CS Committees, and Board meetings.
• Coordinate the distribution of departmental press releases, newsletters, and grant reports, and work with External Affairs on CS materials presentation.
• Maintain and update departmental mailing lists and liaise with External Affairs for website content updates.

Financial and Contract Management

• Process grant and loan applications, working closely with the OSI Grants Manager to ensure accurate data.
• Liaison with the Legal Department to facilitate the preparation of loan and grant agreements.
• Track upcoming project closings, research products, and workshops, ensuring External Affairs receives materials on time.
• Work with the Finance department to sort and approve invoices, and monitor CS expenditures against the budget.
• Manage all administrative aspects of CS contracts, including tracking payments, contract deliverables, and scheduling meetings.

Administrative Support for Capital Strategies and Conservation Innovation

• Maintain the CS department calendar, scheduling and arranging meetings, ensuring remote technology setup, and managing materials.
• Provide administrative support to the SVP, including meeting scheduling, phone calls, travel arrangements, and compiling expense reports.
• Organize, maintain, and streamline CS folders and files, ensuring logical organization and easy retrieval of documents.
• Schedule and organize external meetings, conference calls, and webinars with consultants, advisors, and committee members.
• Record minutes during committee meetings and assist in creating PowerPoint presentations.
• Assist with all board materials.
• Provide coordination and assistance for related teams in the broader Conservation Innovation team.
• Coordinate with other OSI departments as necessary.

This job description is not intended to represent a complete, comprehensive list of all duties and responsibilities that may be required in this position. There may be unplanned activities and other duties as assigned.

Culture & Equity Responsibilities

All OSI staff are expected to contribute to a workplace culture grounded in respect, fairness, and inclusion. This includes highlighting the importance of group identity and considering how personal bias or favoritism may affect interactions or result in inequitable treatment or communication-sharing throughout the organization.

Staff are also expected to cultivate networks and candidate pipelines that include group identities currently underrepresented at OSI, and to draw from those networks when positions are open.

Qualifications

• Bachelor’s degree or equivalent experience
• Minimum of two years full-time administrative support experience
• Proven ability to use good judgment and take initiativeDemonstrated proficiency and comfort with database management systems, internet technology and a variety of computer programs
• Demonstrated capacity for teamwork
• Commitment to OSI’s mission, vision, and values; interest in conservation or environmental issues is a plus
• Prior experience providing administrative support in the non-profit sector is a plus

Skills

Required

• Outstanding attention to detail, organization, diligence, and commitment to excellence in work product
• Strong time management skills with the ability to execute and prioritize numerous ongoing administrative projects – while maintaining a sense of calm
• Highly collegial working style; ability to work with multiple supervisors, both on location and remotely, on projects and effectively prioritize
• Advanced knowledge of Microsoft Office, especially Word, PowerPoint, Excel and Outlook
• Competency in In-Design
• Experience and interest in working with internet technology
• Ability to work within deadlines and plan accordingly
• Ability to work cordially and professionally with all levels of staff, consultants, members of Committees and Advisory Boards
• Ability to think critically and problem-solve creatively
• Ability to maintain the confidentiality of privileged information
• Self-starter with the ability to take initiative, organize and prioritize tasks, work independently, and be accountable
• Experience with grant-making at a foundation
• Familiarity with Adobe CS Suite, including Acrobat and advanced use of In-Design
• Familiarity with Budgeting and use of Excel to conduct variance analysis

Location & Physical Requirements

• Ability to travel independently to rural areas
• Frequently sits for long periods of time
• Frequently speaks, reads, writes and uses a computer keyboard
• May require occasional standing, walking, lifting, stooping, bending
• This position is based out of our midtown New York office
• Hybrid work arrangement with at least three days per week in office expected weekly

Please note: If you do not wholly meet the above qualifications but believe you are otherwise well-suited to meet the needs of this position, we encourage you to apply.

Working Arrangements, Pay and Benefits

This is a full-time position requiring 37.5 hours per week, 7.5 hours per day, Monday through Friday, within regular business hours. All of our offices are open and fully operational five days per week, as we believe that working together in person can facilitate spontaneous interaction, clearer communication, efficient problem-solving, stronger team cohesion, and support for newer employees. However, OSI recognizes the importance of flexibility for our staff and offers a hybrid work policy. This role involves working onsite at our midtown Manhattan office a minimum of three days per week, with Tuesday and Wednesday as anchor days. In-office day(s) outside of these anchor days will be coordinated with your manager and are expected to be consistent on a week-to-week basis. Additional in-person days may be required from time to time in accordance with business needs.

Pay for this position is $66,000 - $70,000 annually, commensurate with the candidate’s skill level and experience. The recruiting team is committed to sharing details regarding compensation based on the candidate's qualifications during the interview process.

OSI offers a competitive, comprehensive benefits package, including a choice of medical plans (both traditional and high-deductible health plans with HSA), with premiums for employees and their dependents covered up to 100% on some plans; dental and vision coverage, with premiums for employees and their dependents 100% covered by OSI; flexible spending accounts; a 403(b) plan with both an up to 4% employer match and 4% discretionary employer contribution after 2 years of service; paid time off, including paid holidays, accrued PTO and sick days, 3 “Summer Fridays”, and 2 floating holidays; life insurance; disability coverage; an employee assistance program; and more.

Equal Opportunity Statement

OSI is an equal opportunity employer. We recognize that our conservation mission is best advanced by the contributions of people of diverse backgrounds, experiences, beliefs, and cultures. We are committed to cultivating and retaining a diverse and inclusive work environment that fosters belonging.

OSI offers accommodations for individuals with disabilities in our job application process. If you need assistance or an accommodation due to a disability, please send a note to [e-mail] with Request for Accommodation in the subject line.

Consistent with New York State law, OSI does not discriminate in hiring or employment on the basis of race, color, religion, gender, gender identity or expression, marital status, sexual orientation, national origin, citizenship, age, disability, height, weight, veteran status, or any other characteristic protected by federal, state, or local law.

Applicants must be currently authorized to work in the United States on a full-time basis. OSI will not sponsor applicants for work visas.