Senior Administrative Assistant (Project Specialist)

Grassland loss is the single greatest conservation issue currently facing eastern North American biodiversity. Our precious Southeastern grasslands are nearly extinct, and the species that depend on them are fading fast. Many of our Southeastern grasslands that managed to persist through the past 200 years have disappeared in the past quarter-century. What will the next 25 years bring? As a conservation community we are only now realizing how extensive our grasslands used to be. If we want to reverse the tide of grassland biodiversity loss, our response must be rapid as well as unparalleled in its magnitude. This is an immensely complex and ambitious challenge that will take some of the brightest and most creative minds in American conservation and philanthropy to solve. Are you ready to join the Southeastern Grasslands Institute’s team?

Austin Peay State University’s (APSU) Southeastern Grasslands Institute (SGI) invites applications for a full-time Senior Administrative Assistant to provide administrative and project support for our Director of Stewardship and restoration team as we embark on a large project funded by the National Park Service. This position will report directly to SGI’s Director of Stewardship.

Primary Duties and Responsibilities

• Manage and prioritize tasks for the Director of Stewardship and other restoration team members.
• Coordinate and schedule phone calls, meetings, and trips using Outlook, G-Suite, and Zoom.
• Participate in meetings in person and over the phone both with the Director of Stewardship and when the Director of Stewardship is unable to attend; record and distribute notes as needed. Prepare agendas and send them out ahead of time as needed.
• Coordinate travel arrangements for the Director of Stewardship’s out-of-town trips and ensure that receipts and all necessary documents are submitted for travel claims, card logs, and auditing purposes.
• Assist with project planning by creating and modifying plans and schedules based on project goals and deliverables.
• Assist with project execution by ensuring deliverables are completed on time and meet quality standards.
• Assist with technical report writing, including but not limited to quarterly reports, annual reports, contracts, and agreement modifications.
• Data entry and data oversight related to restoration and research project work.
• Organize and maintain online files for restoration projects.
• Research funding opportunities and writing grant proposals.
• Schedule annual maintenance for a fleet of vehicles and equipment.
• Order materials, supplies, and tools for team members.
• Perform other job-related duties as assigned.

Knowledge, Skills, and Abilities

• Strong organizational skills.
• Education, experience, or interest in biology, botany, or related fields is strongly preferred.
• Ability to effectively operate a personal computer and software such as the Microsoft Suite, G-Suite, and Zoom.
• Ability to detect and correct grammatical and spelling errors in written correspondence, grant applications, and other documents.
• Ability to maintain files (digital and hard-copy as needed) and records accurately.
• Ability to communicate effectively and intelligently with a wide range of people, including students, other staff members, members of the philanthropic community, and conservation scientists.
• Ability to take initiative, solve problems, and think outside the box.
• Ability to efficiently prioritize and manage a large task load on a daily basis.

Physical Requirements

• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time.

Required Minimum Qualifications

• Associate’s Degree or two years of University study.
• Project management skills and experience preferred.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and, at times, stressful environment.
• Excellent written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Extremely proficient with Microsoft Office Suite or similar software and able to learn new or updated software.