Job Description

Job Title: Advancement and Administrative Associate

Department: Hawaii Chapter

Location: Honolulu, Hawai\xca\xbbi office; Remote

Reports To: Chapter Director

Supervises: none

Context: At the Sierra Club, we believe in the power of interdependence. Together, we remain committed to the fight for a healthy climate built on a foundation of environmental, racial, economic, and gender justice \xe2\x80\x93 a future where all people benefit from a healthy, thriving planet and a direct connection to nature. As the climate crisis and deeply entrenched systemic racism all fuel injustice, we will continue to fight for a bold, transformational agenda that recognizes the interconnectedness between our planet, our humanity, and our future. By recognizing that our destinies are tied, we continue to name that all things are fundamentally connected, and the overlap between ecology, race, gender, and representative government will move to either advance our collective humanity or to oppress it. Sierra Club has close to 800 staff across the country and a network of 64 local chapters that are led and fueled by thousands of volunteers. We are also proud to be a unionized employer, with three labor unions representing more than half of our employees.

Scope: Supports Chapter staff and volunteers to achieve campaign and fundraising goals by maintaining and reporting data related to membership, supporters, donors, and finances; ensuring compliance with all administrative policies set locally and nationally, as well as basic good business practices.

Job Activities include but are not limited to:

Fundraising and Events Assistance (60%) - Support staff and volunteers to raise C3 and C4 contributions to the Chapter:

• Assisting with Implementing Fundraising Strategies (20%)

• Maintain major donor reports, donor profiles and research to aid Director and/or volunteers with outreach and relationship building
• Support fundraising committee and consultants
• Proofread & edit appeal letters
• Oversee logistics for gifts to major donors
• Assist with Bi-Yearly Broadcast Mail Appeals (10%)

• Liaison with national staff
• Calendar all deadlines, issue reminders as needed
• Support Grant Funding (10%)

• Research foundations and grant making opportunities
• Create and maintain grants calendar
• Meet with Chapter staff to understand campaigns and search for related funding
• Create and maintain systems for grant tracking and reporting
• Liaison with National grant staff to ensure Chapter compliance, draft LOIs and proposal narratives for review by staff and volunteers, and verify compliance grant reporting standards when applicable
• Events Planning Support (10%)

• Coordinate educational and outreach events and activities
• Apply for, track and maintain permits and contracts for events and activities (including liaising with National Sierra Club for needed documents)
• Develop and maintain member and donor outreach materials and new donor/member lists
• Gift and Database Support (10%)

• Processing donations in Salesforce
• Build exports of constituent information for various uses such as newsletters, direct mail and online appeals, events, wealth engine reports, Political districts for both state and county
• Support & verify gift acknowledgements by proper chapter roles
• Data management and upkeep in Salesforce
• As needed, respond to donor requests and membership updates (solicitation changes, sustainer updates, donations, donor info updates, etc), and follow up on failed one time and recurring donations
• Liaison with national staff on database maintenance & compliance

Internal Management, Recordkeeping & Reporting (40%) - Support staff and specific volunteers to ensure good business practices, internal compliance, and smooth operation of the Chapter

• Financial Records & Reporting (20%)

• Work closely with the treasurer and accounting volunteers to support reconciling finances and help provide accurate records for the accounting of all revenue streams.
• Maintain check tracking system to track and record all payments, expense types and class codes to comply with National requirements
• Help the process of monthly reconciliation of records and budget balances
• Keep track of all invoices and make sure payments are paid
• Maintain and update vendor list
• Follow up on project related expenses and reimbursements
• Process reimbursement and payment requests
• Help with reminders and follow up of staff timesheet compliance
• Help chapter to accurately record c3 and c4 time and expenses in the budget
• Liaison with National staff (10%)

• Creating special projects
• Compliance for litigation and other projects
• Reimbursements from Foundation
• Scheduling & Logistics (10%)

• Manage internal meetings & scheduling for staff and elected volunteers

• Preparing agenda for weekly staff meeting
• Taking meeting minutes at weekly staff meetings, campaign meetings
• Support ExCom volunteers with meeting logistics
• Maintain equipment & supplies
• Support staff and volunteers in using communications programs, such as online video calling programs

The successful candidate must demonstrate the following skills, experience and competencies:

• 3-5 years experience in office management, managing/facilitating complex organizations and logistics, facilitating organizational work, or similar work experience
• Competence with specific computer programs, including Quickbooks, Google Drive and Calendar, Zoom, Notion, and Vonage
• Ability to lift and move 25 pounds
• The strongest candidates will also demonstrate the following skills, experience and competencies:
• Excellent writing and interpersonal skills
• Experience working with Sierra Club of Hawai\xca\xbbi partners and allies and other organizations in the Hawai\xca\xbbi and Pacific community
• Ability to understand and articulate the intersections between resilience, restorative justice, and decolonization as integral foundations of the Sierra Club of Hawai\xca\xbbi\xe2\x80\x99s work
• Skilled in conflict prevention and resolution
• Specific training or work experience in supporting fundraising activities (grant writing, grant management, member and donor cultivation)

Compensation and Benefits

The salary range for this position is $62,000 - $70,000.

This position is represented by a collective bargaining unit and is subject to the terms and conditions of the contract between Sierra Club and Progressive Workers Union or Sierra Employee Alliance, depending on location.

The Sierra Club offers a competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.

This is a category 6 non-exempt, represented position.

Sierra Club values the expertise and talents of foreign nationals. Sierra Club sponsors both nonimmigrant and immigrant visas when certain criteria are met, based on immigration laws and organizational needs. Such sponsorship is at the discretion of the Department Head and Sierra Club People Department in consultation with the employee\xe2\x80\x99s manager. The Sierra Club cannot guarantee the approval of a visa petition. The Sierra Club is an equal opportunity employer committed to workforce belonging.

To Apply

Please submit your resume here.

The Sierra Club provides equal employment and advancement opportunities to all staff members. Employment decisions are based on merit, qualifications, lived experience and skills. The Sierra Club does not discriminate in employment opportunities or practices on the basis of race, color, creed, religion, national origin, immigration status, socioeconomic status, ancestry, age, size, sex, sexual orientation, gender, gender identity, familial status, veteran status, disability, AIDS/HIV status, medical condition, prior conviction, arrest history, traits historically associated with race, including, but not limited to, hair texture and protective hairstyles, or any other characteristic protected by law.

The Sierra Club values applicants who are people that identify as Black, Indigenous, and other minoritized groups; women; queer, transgender, gender non-conforming, and gender fluid people.

Explore, enjoy and protect the planet.

Sierra Club