Tennessee Wildlife Federation seeks a dynamic individual to join its program team in its Nashville office. This full-time position will be responsible for coordinating day-to-day administration, management, and growth of the Tennessee Scholastic Clay Target Program (SCTP), Hunters for the Hungry, and Hunting and Fishing Academy.
The Program Administration Coordinator position helps cultivate a lifelong outdoor lifestyle by increasing growth and momentum within Federation program offerings. This position supports Tennessee Wildlife Federation’s shooting sports program, Tennessee Scholastic Clay Target Program (SCTP), by communicating and tracking program and event registration among team coaches and participants and by supporting the Tennessee SCTP Manager in the execution of program events. This coordinator-level role helps provide hands-on instruction in the art of being an outdoorsman or woman to hunters and anglers of all ages, races, and genders within our Hunting and Fishing Academy. Lastly, this coordinator-level position provides assistance to our Hunters for the Hungry program which provides a unique and creative way to provide healthy, much needed protein to Tennessee’s citizens in need while helping to manage the state deer herd.
Job Type: Full-time
Location: Based in Nashville with statewide travel
Reports to: Director of Programs
Responsibilities: Reporting to Tennessee Wildlife Federation’s Director of Programs, the Program Administration Coordinator is a full-time staff position responsible for day to day coordination and expansion of the Tennessee Scholastic Clay Target Program, Hunters for the Hungry, and Hunting and Fishing Academy.
Duties:
- Ensure incoming telephone calls are timely answered and properly routed to appropriate staff
- Produce and ensure compliance reporting across programs
- Survey data collection and entry along with some statistical analysis
- Maintain confidentiality of information, as well as maintain and exhibit professionalism and integrity
- Assist with program communication including but not limited to event announcements, newsletters, and event materials
- Handle program registration paperwork and payment information with customers
- Keep program website calendars up-to-date and assist with website content and social media efforts
- Work program and organization events as needed, including:
- Assist planning and executing events
- Assist executing portions of events as part of a team
- Assist managing volunteers and others at events
- Coordinate with program staff to identify and fulfill volunteer needs
- Manage volunteer activity and schedules within database
- Engage in community outreach and recruitment of prospective volunteers
- Maintain volunteer calendar of events
- Plan and coordinate volunteer orientation and appreciation efforts
- Perform various administrative work associated with volunteer programs
- Process volunteer background checks
- Work with communications and development teams to manage project deliverables
- Provide support to Director of Programs as needed
- Maintain all program records in an organized fashion
- Other duties as assigned by superiors
Travel: On occasion, this role requires day trips, overnight travel, and evening and weekend work hours for business related events.
Key Qualifications: As a prerequisite, the successful coordinator must believe in the core values of Tennessee Wildlife Federation and be driven by the mission. The coordinator will have the following experience and attributes:
- Bachelor’s degree in a natural resources, management, communications, or business-related field
- Proven work experience in at least one (preferably more) of the following fields: biology, agriculture, outdoor events management, youth program management, data collection and statistical analysis, hunting/fishing guiding, volunteer management, non-profit experience highly preferred, knowledge of clay target shooting/SCTP structure highly preferred
- Excellent interpersonal skills, including the ability to work effectively with a broad range of people to maintain strong working relationships with all levels of volunteers and staff
- Strong time management and organizational skills with attention to detail
- Ability to multi-task and communicate effectively
- Ability to prioritize work and know when to consult with supervisor
- Attention to detail and professionalism in all written and oral communications
- Proficiency in Microsoft Office and ability to learn the SCTP event registration system
- Ability to work nights, weekends, and long days as needed
- Willingness to travel as needed
Personal Characteristics:
- Must have a passion for the Federation’s mission
- Professional and friendly, able to handle the day-to-day ups and downs with efficiency, attention to detail and a sense of humor
- Strong work ethic with ability to reject setbacks and enthusiastically persist until goals are achieved
- Resourceful and innovative at tackling challenges in a timely manner
- Results oriented team-player who leads by example, is accountable for his/her performance, takes absolute ownership, champions all aspects of administration, and applauds the success of fellow employees
- Approaches work from a Federation point of view rather than personal
Performance Standards:
- Complete tasks accurately and in a timely manner
- Keeps detailed time sheets on all work
- Practices planning work on a weekly basis utilizing tasks and deadlines
- Communicate changes in schedule with Director of Programs and the Federation administration manager with adequate notice prior to changes occurring
- Keeps Federation administration manager regularly informed as to schedule, changes in schedule, and whereabouts
- Keeps supervisor informed and up to date on all matters pertaining to his/her work
- Participates in all regular staff meetings
- Participates in all staff retreats
- Is attentive to and efficient with expenses
- Treats all superiors, peers, and subordinates with respect
- Follows all procedures and policies contained within the Federation Employee Manual
Physical Requirements & Work Environments:
- Lead outdoor programs for but not limited to one half day to full days and overnights
- Ability to perform physically challenging work outdoors
- Ability to work outdoors and in summer heat or inclement weather for full days
- May be required to traverse rough terrains
- Ability to lift and carry 50 pounds for program events and implementation
- Ability to work beyond normal hours during inclement weather and emergency situations
- Ability to work flexible hours, including evenings and weekends
- Ability to sit, stoop, bend, climb and lift objects
- Ability to operate a safe mode of transportation for functions/events, transportation of supplies and meetings
Application Instructions:
- To apply, send a cover letter, resume, and three professional references to jobs@tnwf.org. Submit each required document separately, as a pdf, attached to your email. The filename of each document must start with your last name and first initial, followed by the name of the document (Ex: DoeJ-Resume)
- Candidates who send automated applications using existing profiles will not be considered for the position
- Phone calls regarding the position will not be accepted
