Awards Program Coordinator

Job Description

Job Description

Position : Program Coordinator

Hours : Mon – Fri, 8am – 5pm

Location : San Antonio, TX; in office only, no remote work available – some travel required

Department : Record Book

Who We Are

https : / / www.safariclub.org /

https : / / safariclub.org / record -book /

For over 50 years, Safari Club International (SCI) has been the leader in defending the freedom to hunt and promoting wildlife conservation worldwide.

SCI is unique in the scope of our ability to defend and advance our freedom to hunt. SCI is the only hunting rights organization with a Washington, D.C. based national and international advocacy team and an all-species focus. SCI also mobilizes more than 150 chapters and affiliate networks representing millions of hunters around the world. The conservation projects of SCI’s sister organization, SCI Foundation (SCIF), support research, wildlife management, conservation projects, and rural community leadership in North America, Africa, and Central Asia. In addition, SCI’s Annual Hunters’ Convention is the world’s ultimate sportsmen’s market that celebrates our freedom to hunt with the world’s premier outfitters, hunting celebrities, and more.

Summary

This position is responsible for performing administrative support and sales functions for the Department, Director, and related committees. In addition, this position takes on the responsibility of managing the World Hunting Award program. This position travels up 25% of the time, including to the SCI annual convention, site visits, and any other trade shows or events of interest to SCI / F or supported by SCI / F.

All applicants should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management. The ideal candidate will have an existing knowledge of SCI’s current programs and mission and be passionate about hunter’s rights.

Responsibilities

• Provides office operations support. Receives, screens, and routes telephone calls and visitors. Responds to inquiries regarding routine policies and procedures and provides information. Investigates, evaluates and resolves problems within the scope of the position.
• Maintains calendars, schedules meetings, conference calls, and special events. Resolves scheduling conflict when necessary. Prepares agendas, attends meetings, takes and posts minutes and other supportive documentation. Arranges business travel and accommodations.
• Assists with Major Awards Committee application, judging and selection processes. Generates correspondence, tables, and presentations from rough drafts. Summarizes reports and information to facilitate review by Director, board or committee members.
• Arranges all Record Book activities for the annual convention and related social events. Orders and sends invitations and tracks RSVPs. Orders all pictures, promotional and recognition materials, bronzes, awards and programs. Assists with the selection of top winners for recognition; solicits photos, compiles lists of winners, coordinates production, copy editing and proofreading.
• Makes and tracks monthly sales of awards and trophy products and services and generates a summary report. Enters and maintains member hunting awards information on the database. Verifies that proper fees and award requirements are met for new entries, and follows up on overpayments, reimbursements, insufficient fees, and manages the achievement summaries and sales to our members. Verifies hunter’s trophies that do or do not qualify for the record book, collects the proper documentation and enters and maintains database of all trophies that are submitted for the SCI Record Book and WHA’s program.
• Informs members of program requirements and discusses their individual goals. Assists members developing their award status by matching program entry forms to their trophies taken. Assists members in locating guides and outfitters and utilizes the hunt reports system when members need a particular species to qualify for an award. Notifies recipients of award approval and shipping date; corresponds with top achievement members.
• Orders all award trophy plaques and medallions, trophy bases, animal sculptures, and engraved plates. Special orders other trophies. Prepares purchase orders, verifies invoices, and authorizes payments to vendors. Proofs finished awards for accuracy, arranges for shipment, and tracks shipping dates. Prepares and ships all hunting award certificates.
• Maintains inventory of supplies and equipment and monitors expenses. Arranges for regular maintenance and / or repair of office equipment.
• Assists in the publication of the annual SCI Record Book of Big Game Animals and Awards Issue of Safari Magazine.
• Perform other related duties as assigned. Attends meetings, conventions, trade shows, and other events as appropriate.

Qualifications

Any equivalent combination of education, training and / or experience that fulfills the requirements of the position will be considered.

Benefits

Safari Club International offers a full benefit package. Please go to our careers page to view our Benefit Summary : https : / / safariclub.org / careers /