Project Administrator

Connecticut, United States
02 Dec 2020
End of advertisement period
31 Jan 2021
Contract Type
Fixed Term
Full Time

Position Focus:

Seeking a Project Administrator to assist with the activities of the Doris Duke Conservation Scholars Program at the Yale School of the Environment (YSE). This DDCSP initiative started at the University of Michigan’s School for Environment and Sustainability in 2016 and stayed at that university until 2020. From 2020-2021 it will be housed at YSE. Since its inception, 101 students have participated in the program. DDCSP provides two summers of internship opportunity for each participant. Instead of the usual 40 students, next summer the program will have 20 interns and two Alumni Administrative Assistants. All the students will be placed in internships at conservation organizations in Connecticut. There are plans to hold a capstone retreat in Acadia National Park at the end of July, if possible. The Project Administrator will work with the Program Director and Program Manager to manage and develop program activities. This includes creating and developing webinars for current scholars and alumni, producing a program overview booklet, helping to plan summer field trips, making travel arrangements, helping to organize orientation, making site visits to internship sites, and other tasks related to the overall programming. The Project Administrator will collaborate with the organizers of the New Horizons in Conservation Conference to facilitate scholars and alumni participation in the conference. The Project Administrator will also partner in developing programming activities that involve DDCSP programs elsewhere. This is a ten-month fixed duration position.

Identify and contact internship host sites, and facilitates participation in the program. This includes partnering with internship sites to prepare/create a plan for the student(s) joining them, intermittent site check-ins, and acting as a liaison when concerns arise.

Plans and executes DDCSP program activities such as webinars, fieldtrips, and retreats.

Help to supervise the work of student research assistants, the Alumni Administrative Assistants, and scholars.

Data collection, inputting, and analysis to capture program data trending, impact of budget, student participation for webinars, seminars and other student activities to determine how well they were received and changes needed. This includes creating and managing the distribution of surveys for both internship sites and the students.

Partner to conduct literature reviews and prepare drafts of scholarly publications.

Will create, track, and maintain program-related databases. This includes contact tracking for those involved in the program.

Track and organize programming activities.

Facilitate communications with all members of the program team.

Update and maintain project websites.

Assist the DDCSP Program Manager with program activities

Collaborate with the organizers of the New Horizons in Conservation Conference to secure the participation of scholars and alumni.

Determines what transportation, housing, and other logistics will be needed.

Help to manage program expenses.

May perform other duties as assigned.

When applying, applicants should include cover letter, resume or curriculum vita, transcript – from your most advanced degree, one 10-25 page writing sample that showcases scholarly writing and is sole-authored as well as the names and contact information (telephone number and email) of three people who can serve as references.

Essential Duties

  1. In support of the overall mission, plans, directs and oversees programmatic activities.
  2. Develops, implements, and maintains operational policies and procedures.
  3. Manages program communications; identifies outreach potential, and promotes philanthropic and collaborative support of the program.
  4. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans.
  5. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program.
  6. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. Develops metrics to identify and measure the success of the program.
  7. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications.
  8. Develops and manages the program's operating budget.
  9. Manages the administrative infrastructure of the program. Manages human resources including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs.
  10. May perform other duties as assigned.

Required Education and Experience

Bachelor's Degree in a related field and two years of related experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Strong oral and written communication skills with exceptional attention to detail. Ability to travel domestically; some evenings and weekends may be required.

Required Skill/Ability 2:

High level of proficiency with Microsoft Word, Excel, PowerPoint, and other web-based tools.

Required Skill/Ability 3:

Excellent advocacy skills.

Required Skill/Ability 4:

Leadership development and training.

Required Skill/Ability 5:

Understanding of group dynamics.

Preferred Education, Experience and Skills:

Master’s degree in Env Studies, Env Sciences, Conservation, Biology, Geography, Env Policy, Env Justice, Urban Planning, Ind Ecology, or Pub Health. Experince with institutional diversity and diversity, equity, and inclusion applications. Ability to develop relationships with a diverse group of constituents, manage multiple complex processes and projects and teach/train others.

Preferred Licenses or Certifications:

A valid driver's license at the start of appointment.

Weekend Hours Required?


Evening Hours Required?


Drug Screen


Health Screening


Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit for additional information on the background check requirements and process.

Additional Background or Health Screening Requirements

Selected incumbent must have successful completion of a DMV check and a valid driver’s license.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email:


Yale University is a tobacco-free campus

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