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EXECUTIVE ASSISTANT
Union of Concerned Scientists
Location: Cambridge, MA Office
The Union of Concerned Scientists is a nationally prominent science-based nonprofit working on issues we believe to be the greatest environmental and security threats of our time. UCS combines rigorous scientific analysis with innovative thinking and effective citizen advocacy to achieve practical solutions. We strive for a future that is free from the threats of global warming and nuclear war and a planet that supports a rich diversity of life. Our specific focus areas include global warming, renewable energy, advanced vehicle technology, nuclear power safety, nuclear weapons and related security issues, preserving the integrity of science, and sustainable agriculture.
The Position:
This position provides high-level and proactive administrative support to the Executive Director and the Board of Directors. The position reports to the Senior Assistant to the President as part of the Executive Department Support Team and also provides support as needed to the President, other members of the Executive Department and other UCS staff. Responsibilities include:
Executive Director Support
- Proactively manage the activities, schedule and calendar for the Executive Director; Provide timely, well-organized background information and materials for calls and meetings; schedule internal and external meetings and telephone calls.
- Ensure that all requests for information, assistance, documents, etc., from internal or external sources, are tracked and met.
- Schedule travel and travel logistics for the Executive Director
- Proactively provide coordination, management and high level support for the organization's budget and other planning processes
- Draft and manage the Executive Director's budget, including effective budget coordination with the Climate and/or other programs.
Board Support
- Provide support to the Board President and Board Chair Emeritus for meetings, scheduling, travel, and coordination with staff.
- Support Board Committees, including meeting preparation and scheduling.
- Assist the Sr. Assistant to the President in the collection and preparation of materials for Board meetings, logistics, hotel arrangements and other matters relating to the three Board meetings per year.
- Record and draft accurate minutes of Board meetings for the Board Secretary's approval.
Overall Department Support
- Assist in scheduling travel for the Director of Finance & Administration.
- Assist in scheduling quarterly messaging meetings and other meetings as needed for the Director of Communications.
- Provide high level administrative support to the President during the Sr. Assistant's absence (vacation, etc.)
- Provide phone and reception back up for UCS as needed.
Event Planning
- Assist the Sr. Assistant to the President with logistics, hotel arrangements and other matters relating to three Board meetings per year.
- Proactively manage all logistics for Leadership Team meetings and retreats; schedule retreats/meetings, select and inspect meeting sites, manage budget expenses, order food and necessary A/V equipment, and assist staff with travel and hotel accommodations.
- Assist the Director of Finance & Administration in the planning of various events; Cultural Competency lunches, diversity training events, all-staff meetings, etc.
Qualification and Experience needed:
Position requires a bachelor’s degree and a minimum of three to five years of progressively responsible relevant experience as an administrative or executive assistant. You must be able to work effectively as part of a team and have excellent verbal and written skills. Strong computer skills and knowledge of Microsoft Office applications and Adobe Acrobat is a must.
To Apply:
Please submit a cover letter with salary requirements and resume via email to jobs@ucsusa.org and include “Executive Assistant Position” in the subject line. Email materials by Word Documents only. No phone calls.
FOUNDATION RELATIONS OFFICER
Union of Concerned Scientists
Location: Cambridge, MA Office
The Union of Concerned Scientists is a nationally prominent science-based nonprofit working on issues we believe to be the greatest environmental and security threats of our time. UCS combines rigorous scientific analysis with innovative thinking and effective citizen advocacy to achieve practical solutions. We strive for a future that is free from the threats of global warming and nuclear war and a planet that supports a rich diversity of life. Our specific focus areas include global warming, renewable energy, advanced vehicle technology, nuclear power safety, nuclear weapons and related security issues, preserving the integrity of science, and sustainable agriculture.
The Position:
This is a key position within a busy Foundation Relations team charged with raising more than $7 million each year.
Responsibilities include:
- Manage assigned program-based portfolio of current foundation supporters and prospects. Work with program leadership and Foundation Relations team to develop successful proposals, robust stewardship opportunities, and targeted cultivation strategies.
- Coordinate strategies with program directors and staff and schedule the drafting and editing of high quality inquiry letters and proposals for timely submission.
- Assist staff as above in the creation and review of UCS and program/project budgets as required for proposals.
- Initiate and/or maintain strong relationships with foundation trustees and/or program officers in assigned areas. Stay apprised of changes in foundation priorities/interests, answer inquiries, and strengthen relationship through telephone contact and meetings.
- Coordinate a range of stewardship activities including site visits, meetings with UCS President, and special mailings of reports and/or policy developments to further develop and maintain close ties with portfolio foundations.
- Draft, edit, and prepare for submission required interim and final narrative and financial reports, incorporating required formats and reporting periods. Write and/or edit appropriate cover letters, abstracts, and summaries.
- Develop/maintain familiarity with all UCS program areas and organization priorities per annual strategic guidance and five year strategic plan; assist other Foundations staff in producing proposals and reports across all program areas as necessary to maximize cultivation opportunities and meet multiple deadlines.
- Utilize the Blackbaud foundation information system for moves management tracking and cultivation and prospecting purposes.
Qualifications and Experience needed:
Position requires excellent writing and interpersonal skills. Technical expertise in each UCS program area is not required, but the ability to organize and translate complex scientific, environmental, and policy concepts in assigned program areas into accessible language is highly desirable. Intellectual curiosity is a must. Minimum of three years experience in a closely related profession such as a grant writer, non-profit organization program officer, marketing, or communications specialist is required.
To Apply:
Please submit a cover letter with salary requirements and resume via email to jobs@ucsusa.org and include “FRO Position” in the subject line. Email materials by Word Documents only. No phone calls.
DIRECTOR, PROJECTS AND PLANNING
Climate and Energy Program
Location: Cambridge, MA Office or Washington, DC Office
The Union of Concerned Scientists (UCS) is seeking a Director, Projects and Planning to coordinate and plan UCS' projects in our newly combined Climate and Energy Program. This position will serve as a member of our Climate and Energy Leadership Team.
UCS is the leading science-based nonprofit organization working for a healthy planet and a safer world. Founded in 1969, UCS currently has a membership and activist base of more than 100,000, a staff of over 100, and offices in Cambridge (MA), Washington (DC), Berkeley (CA), and Chicago (IL).
Responsibilities:
Under the direction of the Climate & Energy Program Director, plan and coordinate activities of Climate & Energy Program projects; develop and enforce standards for application of project management to UCS work; place staff as a resource on projects program wide and across programs and work to support staff in prioritizing and resolving conflict as may occur across or within projects.
Help develop project plans and prepare/help to oversee and track program’s budgets. Monitor and audit work results and integrate various department activities. Directly support Project Managers in achieving project goals. Implement management strategies for effectively achieving project and program goals and guiding staff to achieve or exceed those goals.
In collaboration with the Development Department, ensure that Project Managers are coordinating input into grant proposals and grant reports for the funding supporting their programs.
Foster a positive team spirit that easily crosses departmental lines and leverages the collective resources of the organization. Actively engage in problem solving around relevant strategic questions, issues of substance, and matters of staff time prioritization and resource utilization.
Qualifications:
Requires expertise in cross-functional staff time and financial resource management for projects, and ability to help plan and coordinate multi-year work across a large, dynamic, and growing program. Experience accurately scoping, and managing or coordinating most if not all of the chain of activities in producing complex, research-based deliverables through to their public promotion, outreach, and use.
Strong facility with basic software for management of projects and programs (e.g. Excel, MS Project, etc.). Good team player with ability to help define roles, resolve conflicts, forge teamwork solutions, and complement the work of scientists, technical experts, and policy experts through sound management of process. High comfort level with balancing staff time, scheduling, and budgetary responsibilities competing between longer term project deliverables and short term program “rapid response” demands. Experience working with scientists and with climate and energy issues and policy desirable but not required.
Experience:
Position requires eight to twelve years of progressively responsible and relevant experience, including three to five years of senior level management experience. Advanced degree (MBA, MPA, or comparable), and facility/familiarity with current best practices in project management tools and methodologies preferred.
Position Details:
This position will be based in our Cambridge or D.C. office. UCS offers salary commensurate with experience and training, excellent benefits, and a flexible and friendly work environment. UCS is an equal opportunity employer continually seeking to diversify its staff.
To Apply:
Send a cover letter referencing where you learned of this job opening, résumé, representative sample of relevant work (e.g. Project Plan or similar), and salary requirements via email to jobs@ucsusa.org; please include “Director, Projects and Planning” in the subject line. Electronic Submissions Only.
No phone calls, please.
Last Updated: March 16, 2010
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