Senior Workplace Support Specialist

Position Summary

The Wilderness Society is a national conservation organization dedicated to protecting America’s wild places. This position will coordinate the organization’s document retention initiative, leading the Dropbox migration, overseeing physical and electronic file cleanup, and partnering with General Counsel and IT to finalize and implement an organization-wide document retention policy. This role will also dedicate approximately 20% of its time to supporting day-to-day facilities operations for TWS’s Western TWS offices.

Essential Duties & Responsibilities

• Document Retention Project Management (80%)
  Lead end-to-end project management for TWS’s physical and electronic document retention initiative, including developing and maintaining the project plan, timeline, budget tracking, and coordination across all workstreams.
  Partner with IT to define requirements, plan and sequence the office-by-office rollout, coordinate data mapping and cutover activities, and manage staff communications and training.
  Manage Iron Mountain offsite storage by inventorying active holdings across all TWS offices, coordinating retrieval and review, and creating and implementing a retention and destruction schedule that aligns with policy requirements and legal hold obligations.
  Lead in-office physical file and document retention efforts by assessing holdings across office locations, identifying appropriate document owners, coordinating review, and developing and executing a retention and destruction schedule aligned with policy requirements.
  Identify and escalate records-related risks, such as shadow IT storage, orphaned or duplicate records, and gaps in retention coverage, and recommend practical mitigation strategies.
  Provide regular, data-informed status updates to leadership, including migration progress, cleanup metrics, outstanding risks, and recommended next steps.

• Western Based Office Facilities Support (20%)
  Act as the point of contact for western-based office facilities needs, coordinating with on-site staff, building management, and vendors.
  Support office logistics: supply and equipment coordination, vendor scheduling, and space-planning requests.
  Assist with onboarding/offboarding logistics for Western based staff (workspace set up, access, equipment).
  Escalate facilities issues appropriately and loop in WIT leadership on anything with budget or safety implications.

• Travel & On-Site Presence
  Maintain daily on-site presence at TWS's Denver hub office to support in-person coordination with leadership and staff.
  Travel as needed to other TWS offices to support organizational events such as staff retreats, all-staff meetings, office launches.

Qualifications

• Minimum 5 years of project management experience; experience in records/information management, IT, or facilities operations strongly preferred.
  PMP, CRM (Certified Records Manager), or equivalent certification a plus, not required.

• Direct experience with Dropbox (or comparable cloud file platforms) and Iron Mountain (or comparable records storage vendors) preferred.

• Familiarity with nonprofit or organizational recordkeeping and document retention compliance requirements a plus but not required.

• Demonstrated ability to manage multiple cross-functional stakeholders (IT, General Counsel, Facilities, regional offices) and drive a project to completion without direct authority over those teams.

• Strong written and verbal communication skills; comfortable assisting and supporting the translation of technical/General Counsel requirements into plain-language guidance for staff.

• Experience managing distributed/remote stakeholders across multiple office locations.

• Willingness to travel at least 20% - 30% of the time to other TWS offices to support organizational events and Western office operations.

• Proficiency with standard project management and reporting tools (e.g., Excel/Sheets, project trackers, PowerPoint for leadership reporting).