Program and Grant Coordinator

Company Name: 

High Desert Museum


59800 US-97
Bend, OR 97702

Contact Name: 

Leslie Seidel




Job Description: 

Title:                    Program and Grant Coordinator 
Division:                Programs
Classification:         Hourly, regular part-time nonexempt Typically 10-20 hours a week,               with up to 40 hours 2 times a year
Reports To:           Director of Programs
Supervises:            N/A
Salary:                  $20-25 an hour, depending upon experience


High Desert Museum – Organization Description

Since opening in 1982, THE HIGH DESERT MUSEUM has brought together wildlife, culture, art and natural resources to promote an understanding of the natural and cultural heritage of North America's High Desert country. We do so through indoor and outdoor exhibits, wildlife in natural habitats, living history demonstrations and dynamic programs on a beautiful, 135-acre campus in the pine forest. The Museum is a nonprofit organization accredited by the American Alliance of Museums, is a Smithsonian Affiliate, was the 2019 recipient of the Western Museums Association’s Charles Redd Award for Exhibition Excellence and was awarded the 2021 National Medal for Museum and Library Services. During the 2018-19 fiscal year, 195,000 visitors enjoyed the Museum.


The Museum is located in Bend, Oregon, a fast-growing, charismatic city nestled against the Cascade Range at the edge of the High Desert. We strive to be inclusive, culturally humble, relevant, curious, and mindful. As a team, we work together to wildly excite and responsibly teach, creating connection to and dialogue about the High Desert.


Job Summary

We are looking for a highly skilled coordinator to manage the day-to-day details of executing a National Science Foundation funded grant, assisting Museum staff as the Museum undergoes the Association of Zoos and Aquariums accreditation process and assisting staff with other projects, as time allows. The Program and Grants Coordinator works with both the Programs and Finance Departments to ensure organizational effectiveness and support staff with budget and work plan development, programmatic and financial reporting, communications with partners and compliance with grant requirements.


The position can be done remotely and has flexible hours. Some travel to the High Desert Museum in Bend, OR will be required, up to 5 days a year. This position is for 2 years with a possibility of extension.

Importantly, we recognize and honor that the qualifications required to excel in this position can come from a range of both professional and lived experiences. Below we describe what we believe to be important qualifications for a candidate to have while remaining open to the diversity of experiences that can lead to these skill sets. Position descriptions are often presented in a way that leaves qualified candidates feeling unwelcome, intimidated, uncomfortable and/or unqualified to apply. Recognizing that, we strongly encourage anyone who feels passionate about this work and believes they have what it takes to thrive in this role to apply.


  • A bachelor’s degree in a field appropriate for the position
  • A minimum of 2 years’ project management experience  
  • Ability to communicate and work collaboratively with a diverse range of groups and institutions.
  • Budgeting and accounting experience
  • Excellent organizational, communication and writing skills
  • Detailed-oriented while handling multiple projects and deadlines
  • Competency in Microsoft applications including Word, Excel, and Outlook
  • Ability to balance team and individual responsibilities; exhibit objectivity and openness to others’ views; give and welcome feedback; contribute to building a positive team spirit; ability to build morale and group commitments to goals and objectives and supports everyone’s efforts to succeed

Preferred Qualifications

  • Knowledge of National Science Foundation grant requirements
  • Knowledge of United States Office of Management and Budget (OMB) guidelines 
  • Knowledge of the Association of Zoos and Aquariums accreditation process

Responsibilities and Tasks

  1. Coordinate with project staff, program partners and program sites to schedule meetings, create agendas, take meeting notes, ensure regular communication, and help monitor program activities, timelines, budget and goals.
  2. Track expenses and ensure alignment with project budgets.
  3. Review periodic budget reports to monitor, compare, and forecast actual and budgeted expenses.
  4. Develop and track service contracts between the Museum and partner institutions, speakers, etc.
  5. Collaborate with Museum staff and partner organizations to prepare performance and financial reports.
  6. Edit documents to ensure consistent voice and formatting.
  7. Coordinate with Museum staff and staff from the Association of Zoos and Aquariums (AZA) and other AZA-accredited facilities as the Museum undergoes the accreditation process, including understanding the accreditation standards and conducting research on policies and protocols. 
  8. Coordinate with project staff and National Science Foundation program officers around project changes.
  9. Communicate impeccably via email, phone and Zoom with a variety of partner organizations.
  10. Embrace, support, and help implement the Museum’s continued learning and commitment to justice, diversity, equity, accessibility and inclusion.
  11. Execute other duties as assigned as needed to help abide by the Museum’s values, drive our vision and fulfill our mission.



The Museum provides an equal employment opportunity to all persons without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/transgender status, age, disability, veteran or marital status, genetic information or any other characteristic protected by applicable law.



The High Desert Museum wildly excites and responsibly teaches through innovative, interdisciplinary experiences, creating connection to and dialogue about the High Desert