The Mule Deer Foundation (MDF), a national nonprofit 501(c)(3) organization, is seeking a highly organized and motivated Conservation Associate to join its Private Lands Conservation Program. In this role, you will provide essential administrative, financial, contracting, reporting, and coordination support for multiple large-scale conservation initiatives and grant projects that make a real difference for mule deer and their habitats.
Reporting to the Director of Private Land Conservation, the Conservation Associate will serve as a key member of MDF’s Private Lands Program and Conservation Business Operations teams, ensuring adherence to MDF policies and protocols. You will collaborate closely with project managers, coordinators, field staff, contractors, landowners, and partner organizations to keep projects organized, compliant, financially documented, and operationally efficient.
The successful candidate will advance MDF’s conservation mission through partnerships with private working landowners and other stakeholders, supporting project delivery focused on habitat enhancement and restoration, grazing management, ecosystem restoration, wildlife-friendly infrastructure, and broader efforts to conserve mule deer and other wildlife habitats across the western United States.
Position Duties and Responsibilities
Grant Administration & Coordination
• Administer and coordinate Private Land Program initiatives, ensuring projects advance on schedule and within scope
• Monitor and track project deadlines, deliverables, reporting requirements, and grant compliance obligations
• Maintain organized records of grant files, agreements, reports, and supporting documentation
• Prepare and submit grant reports and reimbursement requests accurately and on time
Financial Tracking & Documentation
• Monitor and reconcile invoices, expenses, reimbursements, and project expenditures
• Compile and organize financial documentation including receipts, invoices, W-9s, and contractor information
• Assist with budget tracking and financial reporting
• Coordinate with MDF’s Conservation Business Operations staff to support timely processing and documentation
Contracting & Agreement Support
• Support field staff in the preparation and organization of landowner and contractor agreements
• Track agreement status, signatures, expiration dates, and compliance requirements
• Maintain organized contract and agreement files
Data Management & Reporting Support
• Maintain project tracking systems and administrative databases in coordination with MDF’s Conservation databases
• Compile project metrics including acres treated, miles completed, expenditures, and project accomplishments
• Assist with data entry, organization, and quality control
• Support preparation of internal and external reports
Coordination with Field Staff
• Work closely with MDF’s Private Lands Program staff to track project progress and administrative needs
• Ensure required project documentation is completed and submitted
• Provide centralized administrative support for field-based conservation staff
Scheduling & Logistics
• Coordinate meetings, communications, scheduling, travel logistics, and event preparation as needed
General Administrative Support
• Draft, edit, and format routine documents and correspondence
• Maintain organized digital filing systems based on MDF’s system, policies, and protocols
• Provide general administrative support to help ensure efficient program operations
Education and Qualifications
A high school diploma or equivalent is required. Preferred qualifications include an associate degree or higher in business administration, accounting, project management, natural resources, or a related field.
Preferred Experience
Candidates with at least two years of professional experience in administrative support, program coordination, financial tracking, accounting support, grant administration, or related fields are strongly encouraged to apply. Experience supporting conservation, natural resources, nonprofit, or grant-funded programs is a plus.
Desired Knowledge, Skills and Abilities
• Strong organizational skills and attention to detail
• Ability to manage multiple assignments, deadlines, and priorities in a fast-paced office environment
• Strong written and verbal communication skills
• Proficiency with Microsoft Office programs including Excel, Word, Outlook, and Teams. Experience with Smartsheet is highly desirable.
• Experience with budgeting, invoicing, expense tracking, reimbursement documentation, and general administrative support
• Ability to maintain organized digital filing systems, records, and databases
• Strong time management skills and ability to work independently while supporting a team environment
• Ability to communicate professionally with MDF staff, landowners, contractors, agency personnel, and partner organizations
• Experience assisting with scheduling, meeting coordination, travel logistics, and document preparation
• Familiarity with grants, agreements, contracts, or conservation programs is preferred
• Knowledge of mule deer and conservation issues, particularly the Great Plains region
Work Environment & Travel
This is a fully remote, home-office position that offers flexibility and work-life balance. The role requires occasional travel for staff meetings, trainings, and program coordination activities. Some overnight and limited weekend travel may be required.
Application Deadline
Open until filled. Applications will be reviewed on a rolling basis and the position may be filled at any time. Early application is strongly encouraged to ensure full consideration.
To Apply
To apply, please submit a cover letter, resume, salary requirements, and three professional references in a single PDF document to conservation@muledeer.org with the subject line: “Application for MDF Private Lands Conservation Associate.”
Your cover letter should clearly describe how your experience, education, and skills align with the responsibilities of this position and will contribute to successful program delivery. Please also include your availability to start, current location, and willingness to relocate if necessary.
For questions regarding the position, please contact Collin Smith, Director of Private Land Conservation, at csmith@muledeer.org
Successful candidates will be required to pass a background check and drug test as a condition of employment with MDF. MDF is an equal opportunity employer and a drug free workplace