Grants and Contracts Assistant

The Xerces Society is an international nonprofit organization that protects wildlife through the conservation of invertebrates and their habitat. Butterflies, dragonflies, beetles, worms, starfish, mussels, and crabs are but a few of the millions of invertebrates at the heart of a healthy environment.

Invertebrates are essential to the reproduction of most flowering plants, including many fruits, vegetables, and nuts; they are food for birds, fish, and other animals; they build the stunning coral reefs in our oceans. Yet invertebrate populations are often imperiled by human activities and rarely accounted for in mainstream conservation.

Established in 1971, and named after the extinct Xerces blue butterfly, the Xerces Society is at the forefront of invertebrate protection, harnessing the knowledge of scientists and the enthusiasm of local citizens to implement conservation and education programs. We protect endangered species and their habitats, produce ground-breaking publications on insect conservation, train thousands of farmers and land managers to protect and manage habitat for beneficial insects, and raise awareness about the invertebrates of forests, prairies, deserts, creeks, wetlands, and oceans.

The Xerces Society is headquartered in Portland, Oregon, with regional offices in California, Michigan, Minnesota, New Jersey, and North Carolina. We currently have 25 employees and multiple contractors, and an annual budget over $2,000,000. For more information on the Xerces Society and our programs, please see our website.

Scope: 

Under the supervision of the Financial Manager and the Grants Manager, the Grants and Contracts Assistant has responsibility for the Society's contract records and will work closely with the Financial Manager, Grants Manager, Accounting Associate, and program staff to complete prescribed job tasks. The Grants and Contracts Assistant will work with the Executive Director and Grants Manager on other grant and development tasks as assigned.

This position will have many opportunities for professional development. The ideal candidate will have a long-term interest in grant management and will be dedicated to managing the Society's grant administration system and improving upon its structure for future organizational growth.

Major Job Activities:

Contract Review and Administration: Assist the Financial Manager, Grants Manager, and other relevant staff in producing and administering contracts. 

• Assisting with the review process prior to finalization of a contract
• Setting up administration of a contract once it's awarded
• Managing contract files to ensure they are complete
• Requesting certificates of insurance when required
• Assisting in initiating subcontracts and monitoring subcontractor progress
• Tracking in-kind contributions from project partners
• Notifying relevant staff of contract dates and terms
• Assist in tracking the progress of contracts to determine if extensions, budget revisions, or other amendments will be required
• Working with relevant staff to draft, incorporate multiple revisions to, finalize, and submit contracts, subcontracts, and amendment paperwork.
• Assist in researching federal grant requirements 

Prospect Research and Grant Administration: Work with the Grants Manager to find new funding opportunities and assist in managing existing funder relationships.

• Researching potential foundation and corporate partners
• Aiding in production of corporate outreach materials
• Assist with grant proposals
• Assist in conducting corporate outreach campaigns
• Assist with funder acknowledgement

Required Knowledge and Skills:

• Excellent attention to detail
• Excellent communication skills
• Strong spreadsheet, word processing, e-mail, internet, and other basic computer skills
• Strong research skills
• Ability to meet deadlines and juggle multiple tasks
• Proven ability to work as a member of a team
• Ability to complete work with little supervision
• Ability to focus on work in an active work office
• Good sense of humor

Additional Desireable Qualifications:

• Knowledge of federal grant administration
• Prior work experience with non-profit organizations
• Prior contracting experience
• Prior nonprofit development experience
• Ideal candidate would have interest in conservation issues

Terms: This is a full time, permanent position, and we are an at will employer. The Xerces Society is an equal opportunity employer committed to workforce diversity.

Compensation: Salary is $32,000 - $38,000, depending on experience.

Benefits: This position includes a generous benefits package: eleven paid holidays, paid time off, medical and disability insurance, an annual public transportation pass, membership in a car share program, option to participate in a cafeteria plan, eight percent of base pay toward a SEP retirement account beginning after one year of employment, and a flexible work environment.

To Apply:

• Please utilize the address provided below.
• Individuals interested in this position should submit a cover letter, resume, and the names and contact information for three references as a single attachment in MS Word or Adobe PDF.
• Type "Grants and Contracts Assistant Job Search" into the subject line and send to Katy Gray.

Deadline: July 2, 2013.