Back Operations, Finance, and Administrative Specialist, Electric School Bus Initiative

This is a hybrid position which requires 8 days per month in our office in Washington DC. Existing work authorization is required at the time of application submission as WRI is unable to sponsor any visa work sponsorship for this position. To be eligible for this position, you must be a resident of DC, Maryland or Virginia at the start of employment.

About the Program:

The 480,000 school buses in the United States account for 80% of all buses nationwide, yet less than 3% of those on the road or coming soon are electrified. School bus electrification represents a unique opportunity to accelerate decarbonization while bringing direct, tangible benefits to every community in the United States. This transition can help make electric mobility the new normal for an entire generation and help to address historic under investments in communities of color and low income and rural communities. Through the U.S. Electric School Bus Initiative, created in partnership with the Bezos Earth Fund, WRI’s aim is to create unstoppable momentum toward equitably electrifying the entire fleet of U.S. school buses. Overcoming the cost, infrastructure, policy and other barriers to mass adoption will require a systemic approach that engages an entire ecosystem of actors and prioritizes inclusive planning with impacted communities.

Together with partners across the ecosystem, WRI is working in five areas of focus to:

• Support school districts in accelerating the equitable transition to electric school buses
• Collaborate with manufacturers across the electric school bus supply chain in preparing for an equitable and sustainable transition
• Work with electric utilities to improve interconnection and investments for electric school bus charging infrastructure, including supportive rates and tariffs, that enhance equity
• Engage policymakers to drive policies that grow demand and reduce barriers, and to increase electric school bus public funding, prioritizing support for underserved communities
• Partner with communities pursuing equitable school bus electrification, and provide the tools and resources to make it happen

  Job Highlight:

  Reporting to the Electric School Bus Initiative’s Operations Manager, you will provide finance, operations, and administrative support to WRI’s Electric School Bus Initiative. You will maintain the team’s budgets to guide project implementation, monitor spending in compliance with funder terms and WRI policies, and coordinate with vendors and partners to develop and implement subawards. You will also provide logistical support and administrative coordination for team events (virtual and in person). You will do all the work with a commitment to the Electric School Bus Initiative’s equity-centered mission. You will be supported by the Electric School Bus Initiative’s Operations and Management teams.

  What will you do:

  Financial and Grant Management (45%):-

  • Update and maintain project budgets using WRI’s budgeting and forecasting software (TM1) to guide project implementation
  • Coordinate and assist team monthly on budget management. Prepare budget review templates for review with project managers, under supervision
  • Follow WRI’s internal processes and deadlines related to funding and expenses, including preparations for quarterly reviews, monthly & annual closeouts, and fiscal year forecasting
  • Learn to read and understand funding awards and comply with donor requirements and restrictions in award administration and reporting, including for US Government awards.
  • Prepare proposal budgets and produce funder financial reports to review with supervisor

    Subaward Management (30%): -

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    • Assemble and process subgrants and contracts in accordance with WRI’s contracting and granting policies
    • Monitor subaward reporting schedules, coordinating submission by partners and review with programmatic team
    • Communicate directly with partners for submission of required subaward materials
    • Process vendor and grantee payables

      Meetings & Event Coordination (10%): -

      • Coordinate logistics (including venue, catering, equipment/AV, and materials), for virtual and in person team meetings, events, and retreats
      • Coordinate event participant travel, accommodation, and per diem support
      • Monitor compliance with and advise teams on internal institutional policies, such as WRI’s travel and expense policy

        Administrative Support (15%):-

        • Maintain team administrative materials, including organizational charts and team training materials
        • Provide administrative support for internal team meetings, including preparing slide decks and note taking
        • Support miscellaneous project operation’s needs, including personnel processes, timesheet and payroll processes, and IT requests

          What will you need:

          • Education: You have completed a bachelor’s degree finance, accounting, economics or related area
          • Experience: You have a minimum of 2 years full-time work experience with grants management, Salesforce or a similar CRM system, Asana, non-profit operations, non-profit development, budgeting software, and/or Microsoft Excel is a plus
          • Interest in sustainable solutions for people, climate and nature
          • Commitment to equitable processes and outcomes
          • Languages: Verbal and written English proficiency
          • Requirements: Existing work authorization is required where this position is based. WRI is unable to authorize visa work authorization

            Potential Salary: US salary range is between 57,000 and 62,000 USD. Salary is commensurate with experience and other compensable factors.

            How to Apply: Please submit a resume with a required cover letter by the date of 20 Aug 2024. We are unable to consider your application without a cover letter.

            You must apply through the WRI Careers portal to be considered.

            What we offer:

            • Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields across Asia, Africa, Europe, Latin America and the US
            • The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities.
            • A workplace that strives to put diversity and inclusion at the heart of our work
            • The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
            • Commitment to hybrid working model with flexible working hours
            • Generous leave days that increase with tenure
            • Medical Coverage, Dental Coverage, Vision Coverage, retirement plan access and employer contribution, Paid Time Off