Outreach and Events Assistant

COMPENSATION: $24.50

JOB START DATE: March 2024

APPLICATION DEADLINE: January 15, 2024

APPLICATION INSTRUCTIONS:

All applications must be submitted via our application website at: http://bit.ly/xerces-jobs

We are committed to creating a more diverse workforce that is welcoming to all employees and the communities we serve. As part of the application process, please be prepared to answer a brief essay question (1,000 characters or less) in which you describe some ways you might help Xerces collaborate with diverse audiences or historically excluded communities in this role.

Xerces is happy to provide accommodations for the job application process if needed. If you need an accommodation to complete the job application process, please email [email protected]. 

JOIN US!

Come join a growing team of conservation professionals at the Xerces Society who are dedicated to protecting some of the world’s most important animals. We are seeking a skilled and collaborative Outreach and Events Assistant to provide organization-wide support for event planning and outreach needs with program staff to ensure delivery of Xerces events and to fulfill outreach requests.

At Xerces, we harness the knowledge of scientists and the enthusiasm of the public to implement conservation programs. We take action by helping farms and public agencies develop conservation plans for pollinators and beneficial insects, producing ground-breaking publications on insect conservation, training thousands of farmers and land managers to protect and manage habitat for beneficial insects, protecting endangered species and their habitat, and engaging the public to raise awareness about invertebrates found on farms, forests, prairies, deserts, streams, wetlands, towns and cities. Our methods focus on habitat conservation planning, education, scientific analysis, advocacy, and applied research to conserve invertebrates, such as bees, butterflies, mollusks, and fireflies.

WHAT YOU’LL BE DOING:

The Outreach and Events Assistant provides organization-wide support for event planning and outreach needs with program staff to ensure delivery of Xerces events and to fulfill outreach requests. This includes in-person and virtual event registration, promotion, event-related materials fulfillment, day-of event evaluations, and other event related activities. Outreach support includes assisting with publication request fulfillment, and publication inventory management. Supervision of this role is provided by the Community Engagement & Volunteer Coordinator. This position will be on the Outreach and Education Team. Collaboration with Program Directors is required to ensure that (a) program staff are meeting their obligations in preparing for outreach events, and that (b) the Outreach and Events Assistant is available to help in event preparation and publication needs.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Coordinate the planning of all public events for Xerces, including, but not limited to, workshop, meetings, trainings, short courses, trade show, and conference appearances and exhibits, webinars, and other events. Act as the planning lead for webinars, all short courses and other outreach events to ensure consistency throughout the organization. This will entail working with and providing support to other program staff. This work entails managing the following:
• Event registration and tracking attendance records for program staff;
• Ensure all event venues, both in person and virtual, are able to meet accessibility standards, and process any requests for accommodations received from registrants, including closed captions for webinars.
• Event promotion, including development of event announcements and updating of Xerces website event calendar;
• Compiling and sending event materials in coordination with – and with support from – other program administrative staff or volunteers;
• Supporting instructors in their coordination with non-Xerces partners to arrange any necessary event logistics and advertising;
• Efficiently collect, store and share event participation data, contact information, and results of day-of course evaluations;
• Occasionally host webinars by welcoming participants, explaining logistics, and moderating questions;
• Editing and uploading webinar recordings to YouTube; and
• Provide feedback on the overall event management process and methods to improve the process, if needed, in the future.
• Support the Operations Assistant with the publication inventory to ensure publications are in stock and publication numbers are accurately accounted for. This work entails helping with:
• The management of the digital publication inventory sheet and printed/physical publication inventory in the Portland office;
• Reordering publications as needed;
• Coordinating publication deliveries to the office, physical storage of the publications, and disposal of old/outdated publications;
• Maintaining well-stocked shelves of current publications for use by staff and drop-in customers; and
• Performing the end-of-year inventory count and analysis: identifying, locating, counting, documenting and reconciling physical stock.
• Collaborate with the Operations Assistant to fulfill requests for publications and other materials from Xerces Society program staff, partners, members, and the general public, as needed. This includes preparing and shipping publications and other materials.
• Assist Community Engagement & Volunteer Coordinator with various tasks. This work will include:
• Managing the Ambassador Materials Request form; and
• Receiving and shipping Ambassador materials; and
• Adding newsletter signups from events to Constant Contact; and
• Assisting with Bug Banter Podcast by correcting captions and preparing information for the website.
• Participate in Outreach and Education team meetings, cross-program community engagement meetings, all-staff meetings, and other meetings, as necessary.
• Participate in outreach events around the Portland metro area, as appropriate.
• Occasionally travel out of state to support tabling and other outreach events.

KNOWLEDGE, SKILLS, AND EXPERIENCE:

REQUIRED:

• Excellent writing and verbal communication skills.
• Excellent computer skills, including strong familiarity with the following programs: MS Office Suite (Word, Excel, PowerPoint, and Outlook), Google Suite.
• Strong self-organization, attention to detail, and time-management skills.
• Ability to manage multiple tasks and troubleshoot problems while meeting shifting deadlines.
• Ability to complete work assignments with minimal supervision after initial training.
• Ability to work cooperatively with local and remote staff.
• Ability and willingness to work with diverse teams and constituents in a respectful, equitable, and inclusive fashion.
• Proven ability to work as a member of a team.

PREFERRED:

• Experience with outreach and education in any capacity.
• Experience working with Constant Contact email, event marketing, and surveys, or other event management and email marketing programs.
• Experience working with Zoom.
• Experience with YouTube.
• Experience updating website content.
• Experience with Adobe Creative Suite.
• Commitment to conservation, and/or interest in the conservation of insects, pollinators, wildlife, or other natural resources.

QUALIFICATIONS:

REQUIRED

• Associate’s Degree or equivalent work experience.
• 2+ years of experience with office administration, program coordination, and/or project management;
• Valid driver’s license in the United States and a motor vehicle records check and a clean driving record allowing employee to be insured under Xerces corporate liability insurance.

PREFERRED

• 3+ years of experience with office administration, program coordination, and/or project management;
• Bilingual or multilingual in English/Spanish

PHYSICAL REQUIREMENTS:

Be able to perform the following with reasonable breaks and/or reasonable accommodations:

• Frequently lift and move supplies, materials, and boxes weighing up to 40 lbs., and occasionally up three flights of stairs.
• Regularly operate a computer and other office productivity machinery, such as a telephone, copy machine, and computer printer for periods of 1–8 hours.
• Occasionally drive an automobile for periods of 1–8 hours in support of events, or workshops.

STATUS & SCHEDULE: Full-Time, hourly, non-exempt position, scheduled to work ~ 40 hours/week. Schedule may be flexible and the opportunity for partial remote work location can be made, depending on job-specific requirements.

BENEFITS: This position includes a generous benefits package including; thirteen paid holidays, paid time off accrued at a rate of 1.73 hours for every 30 hours of pay (15 days per year for a 40 hour/week schedule), medical, dental, vision, and prescription drug coverage, the option to participate in a pre-tax flexible spending account for medical and dependent care expenses, short-term disability insurance where not provided under state law, long-term disability insurance, participation in a 401k retirement program with employer contribution match upon meeting eligibility requirements, and a flexible work environment.

TERMS: The Xerces Society is an at-will employer. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

MORE INFORMATION: For more information on the Xerces Society and our programs, please see our website: www.xerces.org

APPLICATION INSTRUCTIONS:

All applications must be submitted via our application website at: http://bit.ly/xerces-jobs

EQUAL EMPLOYMENT OPPORTUNITY

The Xerces Society is proud to be an Affirmative Action/Equal Opportunity Employer including disability and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

PRIORITY REFERRAL OF PROTECTED VETERANS

We request priority referral of protected veterans for all openings with our organization. In order to be considered for employment, all applicants for employment with Xerces Society, apply through our Job Board. When referring or being referred as a candidate, including protected veterans, please refer them to this applicant site; http://bit.ly/xerces-jobs.

Xerces Society Inc

Apply Here

PI234399954