The Program Support Specialist for the Virginia region assists a team of program administrators on operations including volunteer recruitment, registration and financial oversight as well as performing the general duties necessary to operate the Virginia office including accounting, planning meetings, drafting purchase orders, and ensuring effective communication among the A.T. management partnership.
This position will be part-time, regularly scheduled for 20 hours per week. The position will operate remotely until a return-to-work time is established at the Roanoke, VA regional office.
Essential Duties and Responsibilities
Post and advertise volunteer trail crew opportunities under the direction of the Trail Operations Manager
- Field registration questions from prospective volunteers and ensure a smooth and easy registration process.
- Coordinate volunteer registration’s delivery to base camp staff.
- Assist the Trail Operations Manager with planning and tracking of Trail Crew projects
- Updates regional volunteer, partner, and donor directories. Assists with preparation of various mailings generated by regional staff.
- Keep an up-to-date calendar of regional volunteer events.
- Schedule meetings online and in person including reserving facilities, catering, and online platforms.
- Coordinate annual regional meetings among a broad management partnership and disparate ATC staff.
- Enters and manages office purchase orders in accordance with ATC accounting procedures; assists with annual ATC budgeting and expense tracking using system software.
- Assists with project budget management, drafting contracts, and tracking deadlines for federal and non-federal funded projects.
- Assists with spreadsheet data presentation by generating summaries, charts, and graphs; edits, formats, and finishes draft documents prepared by ATC staff members for distribution to trail-management partners and the public.
- Answers telephone calls, responds to a high volume of e-mail inquiries, and directs calls and inquiries to appropriate staff members as necessary; returns calls in the event of a staff member’s long-term absence; serves as initial contact and communicator for incident management in New England.
- Maintains computer and tech inventory and ensures back up of electronic data. Works with ATC IT Program Manager to troubleshoot any IT issues in the VIRGINIA region. Assists all VIRGINIA staff in applying technology that improves the efficacy of VIRGINIA operations.
- Ensures that office operations are energy efficient and tracks sustainability in overall operations.
- Recruits and supervises office volunteers and/or interns to assist with administrative tasks.
- Performs other duties as assigned, including duties requested by ATC’s headquarters.
- Bachelor’s degree or equivalent experience preferably in Liberal Arts, Communication, or Outdoor Recreation/Education
- 1-2 years administrative/office management experience
- Self-starter; comfortable working independently, taking on and managing multiple tasks while cultivating cooperation and effective communications.
- Capable of working collaboratively with staff and partners in an energetic, optimistic, and team oriented working environment.
- Has skills and successful experience working with people from a wide variety of ages, social and educational backgrounds.
- A high level of demonstrated professionalism in verbal, written and electronic communications, including mobile devices.
- Advanced proficiency in Microsoft 365 and Office Suite including PowerPoint and Excel, the Internet, and accounting and purchase order systems.
- Editorial and proofreading skills with proven initiative and ability to manage competing priorities and define own workload while meeting deadlines.
- Ability to organize, track and follow through to successful completion and report the details of several programs at once.
- Ability to inspire cooperation among individuals, private groups, local, state and federal agencies.
- Outdoor education experience
- Grant writing experience
- A working familiarity with the Appalachian Trail, hiking, trail maintenance, and resource management is highly desirable.
- Experience coordinating and supporting volunteers.
- Demonstrated ability to prioritize and manage multiple tasks and relationships concurrently with excellent organizational and communication skills, in an environment with minimal direct daily supervision.
- Ability to work collaboratively within the Cooperative Management System, including state and federal agency partners, volunteer constituencies, alliance organizations, community and business leaders, and media representatives
- Ability and commitment to be fully engaged in a dispersed yet cohesive staff team structure
- Excellent analytical and critical evaluation skills
- Strong oral and written communication skills
- Experience or training in personal computer operations, including Microsoft Office suite
- Familiarity with the Appalachian National Scenic Trail, hikers, conservation volunteerism and related fields is desirable.
Physical Demands and Work Environment
- Extensive travel and evening and weekend work will be required.
- Use of personal vehicle for work-related travel with reimbursable mileage is expected.
- Ability to communicate with individuals by phone, email, and in person
- Ability to lift or move light to moderate weight.
- Moderate noise level due to open office environment with a high level of activity on the phone, computers, and printers
ATC Equal Employment Opportunity Statement
The Appalachian Trail Conservancy (ATC) encourages collaboration, flexibility, and fairness with all employees and volunteers to enable participation and contributions to their fullest potential. We are committed to being a diverse and inclusive organization, and recognize that diversity contributes to an effective and successful organizational culture and mission. he ATC prohibits discrimination in employment on the basis of race, color, religion, sex (including pregnancy, gender identity and/or expression), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, political affiliation, union membership, or any other status protected by the laws and regulations in the locations where we operate.