Program Operations Associate: The Ocean Foundation

  • Anywhere

Do you love the ocean? Are you ready to be part of a team to strengthen, support, and promote organizations dedicated to preserving ocean environments around the world? Are you excited to collaborate with a diverse network of partners to identify and develop strategies to fill ocean science capacity needs? The Ocean Foundation, a DC-based non-profit international community foundation is looking for a Program Operations Assistant to join our Ocean Science Equity Initiative!


Job Summary:

The Program Operations Associate will support the Ocean Science Equity Initiative (EquiSea) Program Officer and other team members in collaborating with a diverse network of international partners to identify, develop, and implement strategies to fill ocean science capacity needs around the globe.

The Program Operations Associate’s job responsibilities will include workshop logistical coordination, technical equipment procurement and shipment, program implementation, team support, general operations and communications, and maintaining strong partner relationships. In addition, this position shall support efforts to foster greater diversity, equity and inclusion in the design and execution of all TOF programs.

The Program Operations Associate will report to the Ocean Science Equity Initiative Program Science Manager.

The Ocean Science Equity Initiative collaborates with researchers around the world. Recently, we have:

  • Co-created a regional training center on ocean acidification in the Pacific Islands, and we are now working to replicate this in the Gulf of Guinea. To launch the Pacific Islands OA Centre, we held “talanoa” listening sessions with researchers in the region and worked together with our in-region partners to design online training materials, run an in-person hands on training, curate, purchase, and ship a custom inventory of training materials and spare parts to service the region, and launched a monthly seminar series to provide ongoing support.
  • Built and distributed low-cost sensors to increase scientific knowledge on ocean acidification. We are advancing our work to prototype low-cost sensors for dissolved carbon dioxide, and in the coming years will work with manufacturing partners to get this sensor out to market. In tandem, we will run a research project in Puerto Rico and the US Virgin Islands to refine its use in rapid spatiotemporal assessments of carbonate chemistry.
  • Navigated multifarious pathways to ensure integration of local perspectives, gaps, and capacity in an ocean observations project centered in the Federated States of Micronesia. With the support of co-implementing partners, we attended in-region conferences, spoke with a variety of relevant organizations, and ultimately are complementing our efforts competitively hiring a in-region expert convenor. Advancing avenues through which our work meets expressed needs in coordination with researchers and communities in the areas we have active projects is a key priority, even if it means slowing down the “doing” part of a project.

Duties/Responsibilities:

Specific duties of this position at the full performance level include:

  • Provide the logistical and operational support necessary to ensure timely procurement, customs clearance, and delivery of ocean monitoring equipment to TOF grantees and partners around the world, including collating purchase needs, producing purchase orders, tracking deliveries and inventory, developing packing lists, and coordinating with a freight forwarder.
  • Support planning and implementation for technical trainings, both domestic and international, by supporting agenda development and logistical arrangements including travel for TOF-supported attendees via direct bookings and coordination with travel agents.
  • Communicate project progress with partners through scheduling and/or preparing for regular meetings, capturing follow-up tasks and integrating new activities for TOF into the project workplan in Asana.
  • Track and support the drafting of contracts and grants with partners.
  • Contribute to and review technical documents, focusing on structure, readability, and formatting.
  • Suggest improvements for internal processes/procedures that create efficiencies or best meet the needs of partners and contribute to written guides for these processes when relevant.
  • Assist in the preparation of both internally and externally facing written materials that summarize Initiative activities and accomplishments, such as formal grant reports, internal reports to the board and President, blog posts, and website language
  • Participate in international and domestic events, meetings, and conferences to strengthen knowledge of ocean topics and extend the reach and profile of TOF.
  • Support note taking and knowledge management for the initiative, including for internal and external meetings, and through maintenance and management of the Initiative’s Google Drive.
  • Coordinate and manage internal team meetings.
  • Ensure that all information and documentation organization-wide is properly tracked in appropriate internal knowledge management systems.
  • Perform other related duties as assigned.

Required Skills/Abilities:

  • Demonstrated ability to manage detail-oriented workstreams, for example: coordinating projects with many different partners; working on simultaneous projects with agility; prioritizing tasks in coordination with supervisor; handling projects at multiple and varied stages; or producing paperwork or technical filings without error.
  • Demonstrated ability for excellent time management to meet deadlines and prioritize tasks.
  • Strong verbal and written communication skills, for example: compiling meeting notes and broad syntheses; communicating with a diverse network of partners; presenting on behalf of an overall project, or supporting program/project reporting.
  • Ability to quickly explore and provide recommendations on solutions to complex issues which may arise.
  • Experience in managing logistics/operations for events, multi-item shipments, or travel a plus.
  • Experience in international work in a relevant field a plus.
  • Excellent English verbal and written communications skills; Spanish communication skills a plus.
  • Proficiency with Microsoft Office Suite and Google products required; experience with Salesforce and Asana a plus.
  • Familiarity with ocean science or ocean science organizations a plus.

Education:

  • At least three years of work experience in a related field (e.g., environmental science, operations, logistics) are required. A bachelor's degree and at least one year of related work experience may be substituted.

Location:

West Coast preferred (specifically Seattle, WA or San Diego, CA) but all candidates welcome to apply.


Travel and Events Outside of Standard Working Hours:

  • Travel up to 10% of the year may be required to domestic and international destinations. Travel may include trainings, conferences, and other position-related events and meetings. Some travel may coincide with weekends or holidays.
  • Occasional meetings and events with international partners (up to 2x/month) may be scheduled before or after standard Pacific Time working hours.

Supervisory Responsibilities:

  • None.

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds with or without accommodations.

Salary Range: $55,000-$65,000


Applicants must be authorized to work in the U.S.


Commitment to Diversity, Equity and Inclusion

The Ocean Foundation is an equal opportunity employer and is committed to providing equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.


We encourage applicants who may not meet all the requirements to apply. We value diverse perspectives and believe in considering a range of experiences for our team.

Application Deadline: February 9th, 2024. Applications will be reviewed on a rolling basis.

https://tof.bamboohr.com/careers/48?source=indeed&src=indeed&postedDate=2024-01-09

Full-time

$55,000 – $65,000 a year

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