Yellowstone Operations Coordinator

Yellowstone Operations Coordinator

About Ecology Project International

EPI is an international non-profit organization dedicated to addressing critical conservation issues through field-based partnerships between local experts and high school students. We engage adolescent youth from local communities and youth and teachers from around the world in applied hands-on science and conservation as they learn about and help protect threatened species and habitats. Through EPI’s programs in five countries throughout the U.S. and Latin America, participants are inspired and empowered to engage in conservation efforts at home and worldwide to become the next generation of conservation leaders. More information can be found at www.ecologyproject.org

Job summary

The Yellowstone Operations Coordinator plays an integral role in achieving programmatic goals, delivering Yellowstone field courses, and maintaining site-wide financial compliance. They will be primarily responsible for the logistical and clerical aspects of Yellowstone program implementation—with a specific emphasis on course-specific tasks such as planning menus, purchasing food, coordinating and scheduling lodging, booking research activities, and vehicle movements.

Key responsibilities and duties

Operational systems: Responsible for implementing the Yellowstone program’s operational systems, including the following program-specific tasks: 

• Coordinate vendor communications and reservations. This includes making lodging and rental car reservations, food orders, processing invoices, creating Salesforce bookings, coordinating vehicle movements and scheduling, and working with vendors (e.g. whitewater rafting, hot springs visits, etc.)
• Coordinate research partner communications and all reservations.
• Prepare and/or compile briefing notes with support from the Program Supervisor that convey information about the group, school, chaperone, course expectations, logistics, course activities, and any additional topics to the instructor team.
• Prepare and print accordion documents for each course, including itineraries, reservations, etc.
• Responsible for overseeing the basement gear systems, with the support of the YEL Program Assistant.
• Responsible for overseeing and providing quality control for First Aid kits and Epinephrine Kits for use in the field.
• Responsible for scheduling the regular maintenance of program vehicles and overall vehicle readiness.
• Develop appropriate menu plans for all Yellowstone field programs and purchase food. This includes working with the medical review team and understanding the dietary needs of participants and staff. Support instructors in packing course food and distributing unused food after a course.

Program Financial Coordination: Responsible for site-level financial documentation, compliance, and coordination with EPI global Finance:

• Perform full entry into QuickBooks Online (QBO) for expenses, deposits, and petty cash.
• Maintain an approved vendor list and ensure vendor data is updated in QBO.
• Responsible for monthly reconciliation of program bank and credit card accounts
• Create bills in Bill.com to ensure efficient payment of vendor requests.
• Facilitate the processing of Yellowstone Course Cash Requests and Returns.
• Send follow up reminders to credit card holders regarding missing coding and receipts in Bill.com or cash accounts.
• Collaborate in compiling YEL course information for external auditors during the annual audit, ensuring compliance and transparency.

Administrative Duties

• Collaborate with the EPI Development team to solicit in-kind donations of materials and discounts from outdoor retailers for program gear.
• Assist Program Supervisor with move-in/move-out transitions of instructors in the instructor house.
• Help facilitate the logistical and operational components of seasonal instructor trainings, in office and/or in the field.
• Participate in the Yellowstone Emergency Response System on-call rotation. Occasionally act as the Duty Officer for the EPI international 24-hour phone line. This includes maintaining access to cellular service and availability to respond to calls or texts with 24-hour availability when on call.
• Contribute to a positive and welcoming community environment that is supportive to field staff and program staff, including those from non-dominant communities.
• Provide support in the hiring process and assist in the onboarding of Yellowstone Instructors.
• Organize Yellowstone staff data in BambooHR and Gusto platforms.
• Other duties as assigned by the supervisor.

Required qualifications and skills

• Bachelor’s degree or higher in environmental science, recreational management, education, or related field;
• 2 years of experience managing complex logistics and field operations for field-based programming.
• 1 year of experience in customer service, finance, administration or other communications roles.
• Knowledge of and ability to use Salesforce and Asana (preferred) or other CRMs and productivity apps (accepted).
• Ability to use, navigate, set-up, and improve accounting systems (e.g. QuickBooks Online, Bill.com)
• Basic knowledge of auto mechanics, sufficient to speak to field instructor teams (for troubleshooting) and repair shops for maintenance and repair issues.
• Proficiency with Microsoft Office and Google products
• Ability to multitask and move fluidly among simultaneous, complex projects
• Excellent outward-facing verbal and written communication skills for coordinating with vendors and partners.
• Ability to think and act in whole systems, creating global solutions by attending to many interconnected local details.
• A punctual, detail-oriented, thorough, and independent approach to work while maintaining high level of initiative and flexibility
• Ability to work effectively in a multicultural and dynamic environment.
• Commitment to EPI’s mission and values.
• English language fluency.

Desired qualifications and skills

• Certification in Wilderness First Responder (WFR), or willingness to obtain one.
• 2 years of experience in experiential/environmental/outdoor education non-profit organizations, or other relevant non-profit work.
• Intermediate/Advanced vehicle maintenance skills: troubleshooting vehicle codes and/or trailer wiring repair, checking fluid levels, maintaining tires, changing bulbs.
• Comfort and ability to use power and hand tools to maintain and repair outdoor recreation equipment, such as sewing machines, patches and glue, basic construction tools, wrenches, screwdrivers, etc.
• Knowledge of, and experience in, the Greater Yellowstone Ecosystem.

Competencies

The successful candidate will be highly organized. They will be able to create, maintain, and implement systems for tracking and modifying the flow of information, materials, and resources needed to make the EPI Yellowstone program a success. They will be able to effectively delegate responsibilities where appropriate and ask for help when needed.

Reports to

The Yellowstone Operations Coordinator reports to the Yellowstone Program Supervisor.

Direct Reports

The Operations Coordinator may supervise:

• Yellowstone Program Assistant

Schedule & Location: The Yellowstone Operations Coordinator position is full-time (40 hours/week) with office hours typically from 9am to 5pm. This position requires the ability to report to our EPI office, located in Missoula, Montana.

Physical Requirements: This position involves moving equipment up to 50 lbs., navigating stairwells while carrying materials, and driving (up to) 15-passenger vehicles with utility trailers in all weather conditions. This job involves occasional (2-3 times/year) multi-day field trips to the Yellowstone NP area, extending over weekends.

Compensation

The local market-based starting salary range is between US $41,344 and $44,285 annually. Additionally, this position is eligible for a generous benefits package that includes 32 days of paid time off, health insurance, retirement plans, and funds for professional development.

EPI is dedicated to fostering a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age. All qualified candidates will be considered for employment regardless of these factors. We welcome applicants from all backgrounds.

Position is open until filled. Applications will begin being reviewed starting 9/26 with an anticipated start date of 10/16.

For questions, please contact Joe Loviska, Yellowstone Program Manager: joe@ecologyproject.org