Grant Manager/Program Assistant for Xerces Society

Digest topic: Jobs & Internships


organization:The Xerces Society
position summary:

BACKGROUND: The Xerces Society is an international non-profit organization that protects the diversity of life through the conservation of invertebrates and their habitats. For nearly forty years we have advocated for invertebrates and their habitats by working with scientists, land managers, educators, and citizens on conservation and education projects. The Society works across the U.S. and in Washington D.C. to conserve habitat for pollinators, protect endangered species, and educate people about the health of their streams and rivers. Over the past eight years, The Xerces Society’s annual budget has grown from just over $200,000 to nearly $800,000. The Society has 10 staff located in Portland, Oregon; Davis, California; and Madison, Wisconsin. To read more about The Xerces Society, please visit

SCOPE: Under the direction of the Executive Director the Grants Manager/Program Assistant will coordinate all grant fundraising and help The Xerces Society continue to grow. The Grants Manager/Program Assistant will keep an up-to-date database of both prospective and current grants and work with the Executive Director and program staff to ensure that grant proposal and reporting deadlines are met. The Grants Manager/Program Assistant will also work as a team with the Membership Coordinator and Executive Director on major donor development and outreach activities that are related to donor services, and work with program staff to manage a media database. This person must be a dynamic multi-tasker, able to juggle many projects and many deadlines, and complete them all with a sense of humor.

The ideal candidate will have demonstrated success in obtaining government, foundation, and corporate grants. This person should have a strong ability to prepare funding applications and manage multiple deadlines. The Grants Manager/Program Assistant must possess superior writing, editing, and organizational skills. He or she should be able to work well independently and collaboratively.

MAJOR JOB ACTIVITIES • Maintain calendar of grant submission deadlines and submit grants within required timeframes; • Maintain roster of reporting requirements for funded projects; submit program and financial reports within appropriate deadlines to ensure funder compliance; • Research potential grant sources (foundations, government grants, corporations, etc); • Edit grant proposals and reports that are developed by Executive Director and program staff; • Submit grants and reports to funding agencies; • Keep electronic and paper copies of grant files up-to-date; • Keep grant contacts lists up-to-date; • Assist with major donor cultivation.

OTHER POTENTIAL JOB ACTIVITIES • Assist membership coordinator with outreach to members and constituents; • Manage large media database; • Manage database of elected officials; • Proofread articles, reports and other documents by Xerces Society staff.

REQUIRED SKILLS/KNOWLEDGE • College Degree or equivalent experience (Masters Degree preferred); • Background in nonprofit development work (3+ years preferable), or background that provides similar experience; • Computer skills: Specific experience managing Excel spreadsheets is required. Applicant also should have a working knowledge of other Microsoft office programs, Adobe Acrobat, Microsoft Access, and Adobe Photoshop; • Excellent attention to detail; • Strong editing and writing skills; • Ability to juggle multiple tasks; • Dedication to environmental conservation (specific knowledge of invertebrates is not required); • Good sense of humor; • Proven ability to work as a member of a team; and • Ability to complete work with little supervision.

TERMS: This is a full time position (40 hours per week). The Xerces Society is an equal opportunity employer committed to workforce diversity.

SALARY: $30,000 to $38,000 DOE

BENEFITS: This position includes a generous benefits package. Eleven paid holidays and three weeks vacation are accrued after the first year of employment. Eight percent of base salary is contributed by employer toward a Section 125 Cafeteria Plan. Up to eight percent of base pay contributed by employer toward a SEP retirement account, beginning in January of the calendar year following the start date.

LOCATION: Portland, OR

APPLICATION: Anyone interested in this position should mail or email a cover letter, resume, names and contact information for three references, and a brief (2 to 4 page) writing sample in a single attachment (MS Word or Adobe PDF) to:

Suzanne Granahan The Xerces Society 4828 SE Hawthorne Blvd. Portland, OR 97215 [email protected]

DEADLINE: June 3, 2009

Salary / Pay Rate:$30,000 to $38,000 DOE
Education Required:College degree
Other:Equal Opportunity Employer
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