Job Description:
Reporting to the Program Director with day-to-day supervision by the Grant Administrator, the Program Assistant:
is responsible for supporting the administration of both the Large and Small Grant programs under the Land Trusts Conservation Fund;
works with WHC staff, partner organizations and advisory bodies to design, administer and report on the Program;
must be able to manage, understand and interpret complex data, and prepare summarized Program information for various audiences;
is expected to develop an excellent knowledge of Program requirements and reporting, identifying areas of improvement for Program efficiency.
Specific Responsibilities
Prepare draft changes to application templates on the online grant management platform, Foundant Technologies. Oversee the grant application process and support applicants.
Assist in review of submitted grant applications for compliance with program requirements and prepare required information for further processing/award.
Assist in preparation and distribution of notification letters to applicants regarding the outcome of their grant application.
Maintain regular contact with approved awardees.
Update and maintain detailed and up to date tracking systems of all pertinent information regarding applications and funded projects. These tracking systems will be primarily electronic; however, paper files must also be maintained as appropriate/required, i.e. original signed contracts.
Draft, edit and maintain templates and forms on the online grant management platform and assign to awardees as applicable.
Assist in review of reports submitted by awardees for program and reporting requirements.
Track progress towards completing deliverables. Work closely with Grant Administrator to ensure approved projects meet program compliance requirements.
Review invoices and required documentation submitted by awardees for approval/processing.
Review financial reports and backups submitted by awarded projects to verify all program funds have been spent on eligible costs within eligible timeframe.
Assist in the preparation of required reports for the Nature Conservancy of Canada, Environment and Climate Change Canada (as applicable) and other program partners.
Ensure that grant program activities are coordinated with other WHC departments/components (i.e. partnership development, communications, corporate services).
Other Responsibilities
Prepare grant project information (general to specific) for use on the WHC website, social media pages, and inclusion in the Annual Report.
Prepare draft updates to grant program documents and information for the WHC website.
Assist in the preparation of program correspondence, background materials, reports, etc. for distribution to the public, WHC’s Board of Directors, the Nature Conservancy of Canada, the Canadian Land Trust community, Environment and Climate Change Canada, etc.
Provide support to the Program Director, as required.
Other duties, as assigned.
Competencies:
Proficiency with MS Excel, including formulas, filters and linked worksheets, and MS Word;
Working knowledge of MS PowerPoint, and Outlook;
Strong attention to detail and extremely organized;
Problem-solving skills, ability to make decisions, sound judgement;
Strong communication skills, written, verbal, listening;
Proactive, able to anticipate and plan for future needs;
Ability to foster good working relationships to achieve success;
Basic knowledge of accounting;
Knowledge of conservation science, securement, stewardship, and/or species at risk considered a strong asset;
Ability to manage competing and changing demands and priorities;
Strong ability to work independently and as part of a team;
Basic knowledge/experience with grant management software and WordPress, or similar programs, considered an asset.
Education and Experience:
Post-secondary education (university or community college) in business management, ecology or other related disciplines, or a combination of education and relevant experience;
Demonstrated interest in the environment, wildlife conservation and natural sciences;
Project management skills;
Previous experience working for a conservation organization with a particular emphasis on conservation data management, financial data management and analysis considered an asset;
Bilingualism (English/French fluency, written and oral) strongly preferred.
To Apply:
Please submit a cover letter outlining how your skills, knowledge and experience make you a good candidate for this position, and resume (MSWord or PDF only) by email to jthompson@whc.org by July 24, 2020.