Campaign Financial and Administrative Coordinator- Chesapeake Bay Foundation
October 13, 2020
The Chesapeake Bay Foundation seeks a Campaign Financial and Administrative Coordinator to be based at its Philip Merrill Environmental Center headquarters located in Annapolis, MD.
THE CHESAPEAKE BAY FOUNDATION
Established in 1967, the Chesapeake Bay Foundation (CBF) is the largest regional nonprofit conservation organization dedicated to saving the Chesapeake Bay, its rivers and streams, and the wildlife that call it home through education, advocacy, litigation, and restoration. Since 2010, CBF has engaged in a focused effort to defend and implement the Chesapeake Clean Water Blueprint, a binding federal and state collaborative agreement aimed at reducing pollution to the science-based, legally-affirmed levels established by the U.S. Environmental Protection Agency (EPA). The Blueprint is expected to be fully implemented by 2025. If the states and the federal government achieve Blueprint goals, the Bay will finally—after decades of failed efforts—be removed from the Clean Water Act’s impaired waters list. Successfully implementing the Blueprint depends on a well-informed, engaged, active, and diverse constituency of members, advocates, and volunteers who speak up and take action to save the Bay.
CBF has a staff of approximately 190 employees working in offices in Annapolis, Maryland; Richmond and Virginia Beach, Virginia; Harrisburg, Pennsylvania; and Washington, D.C. as well as 15 field education program locations. Our staff and volunteer corps work throughout the region educating students and adults, advocating for clean water policies, restoring waterways, and litigating when necessary.
CBF’s headquarters office in Annapolis, Maryland is the Philip Merrill Environmental Center, the world’s first U.S. Green Build Council’s LEED platinum building. In 2014, CBF opened the Brock Environmental Center—one of the world’s most energy efficient, environmentally smart buildings—in Virginia Beach, Virginia.
CBF has an annual budget of approximately $26 million and is supported by 300,000 members and e-subscribers. For more information on CBF, please visit cbf.org.
CONTEXT OF THE POSITION
This position will assist the Campaign Director and Campaign Managers with budget planning, budget management, contract and grant management, meeting and event logistics and planning, metrics, basic web content, and customer service support for the Making History Campaign which includes the Keystone 10 Million Trees Partnership, the Chesapeake Oyster Alliance, and 1 Million Voices for Clean Water initiatives.
In support of the Campaign Director, this position will assist in conducting budget analysis, producing budget reports, and communicating about the Campaign budget between other departments in the organization. It will also develop and manage Federal, State, and Private Grants, including preparing grant proposal budgets, and monitoring and reviewing grant implementation and grant expenditures to ensure compliance with grant deliverables, terms and conditions. Prepares grant financial reports and submits to the Finance Department for final review. Ensures that appropriate documentation is prepared and maintained to support grant reporting and periodic audits. This position will coordinate the contract process between departments for contracts initiating from the Campaign. This position will also support basic web content and web customer service needs related to the campaign with the support of an IT team.
This position requires an understanding of and professional experience in budgeting, accounting, and financial systems in order to work on both routine, everyday oversight of budgets as well as complex assignments in a collaborative manner with some degree of independence.
Salary Range: Base starts at $50,000 but is negotiable.
Essential functions include:
- Budget Planning: With the Campaign Director, coordinate the annual Campaign forecasting and budget planning and allocation of funds for the Campaign. Monitor budget expenses, code invoices and expense reports for timely submittals to the Finance Department for processing; Review financial reports.
- Contracts: For the Keystone 10 Million Trees Partnership, (and other Campaign legs as needed) manages contracts and permitting processes. Acts as initial contact on all contracting, including the preparation of the Contract Approval Form with Director’s approval and Staff Attorney’s review of contracts (as needed). Gathers appropriate vendor information. Works with Pennsylvania Office staff and external resources to create contracts and/or prepare subcontracts for grant funding projects for approval from CBF Administration staff. Works with vendors to secure signatures on contracts and appropriate insurance verification. Verifies post-contract invoices as it relates to appropriate grants and budgets between various departments.
Grants Management: In coordination with the Campaign Director and Campaign Managers, provide Campaign grant analyst duties. Assists in the development and preparation of grant proposals and applications by providing analysis on allowable reimbursements and detailed accountability requirements. Prepare applications and agreements for other special funding sources and coordinates with the Finance Department for submittal.
- Monitors grant activity including new grants received to ensure new grant funding is incorporated into budget. Coordinates all grant conferences and special events to include ensuring proper accounts are set up to accommodate revenue and expenditures; Prepares and submits reports to the finance team on Federal, State, and Private Grants, as required. Prepares grant monthly/quarterly reports and submit to the EPR Financial and Grants Manager for review and ensure documentation is maintained to support grant reporting and periodic audits.
- Online Learning Platform Support: Provide support for users of CBF’s Bay Advocacy Institute learning platform. Including, uploading content, answers user’s questions, and simple web design. Engage with IT data team as necessary to support the platform.
- Logistics Support: Meeting scheduling and coordination, event planning and support, credit card coding, data entry and analysis related to metrics for the Campaign. Provides assistance to tree campaign staff with receipts of trees and supplies, planning for tree planting seasons, and support with staff scheduling
- Other Responsibilities: Other projects and duties as assigned by the Campaign Director. Travel to Harrisburg, PA on a monthly basis or more frequently for the Keystone 10 Million Trees Partnership is required (pending COVID-19 organizational policies regardingtravel restrictions). Travel within Maryland and Virginia may be required for the Chesapeake Oyster Alliance (pending COVID-19 organizational policies regarding travel restrictions.
- Work to ensure that systems, organizational culture, and practices are aligned with CBF’s mission, values and commitments related to DEIJ.
- Develop and refine programs and activities to ensure equitable practices and support the development of a diverse and effective team.
- Ensure an inclusive working environment that supports diverse populations.
PREFERRED PROFESSIONAL EXPERIENCE AND QUALIFICATIONS
Bachelor’s degree in business, finance or other appropriate discipline, plus four to five years of relevant financial and grants management experience, or a combination of education and experience from which comparable knowledge and skills are acquired, preferably with grants management for a not-for-profit 501(c)(3). Good understanding of non-profit business operations and federal/state grant and contract funding mechanisms. Broad base of relevant technical knowledge and skills related to accounting and financial management systems, with some fund accounting/non-profit experience desirable. Familiarity with CRM systems, simple web design, and content management a plus. Strong planning, event planning and/or management, administrative, organizational, personnel and budget management skills. Ability to deal effectively with and represent the Department to a wide range of state and federal agencies, sub-grantees, financial institutions, vendors, consultants, and others, including good basic negotiating skills. Ability to work effectively with other Departmental staff members, Board of Trustee members, and affiliated organizations. Must be proficient with Microsoft Office software and financial software, preferably Adaptive and Salesforce (LCRM). Exceptional communication and interpersonal skills with the willingness to work both independently and collaboratively are vital to the success of this position.
Ability to communicate effectively with people from diverse backgrounds and experiences. Ability to receive and give supportive feedback to foster equity and inclusion in working relationships.
- Ability to recognize, nurture, and learn from strengths in co-workers.
- Having flexibility to accomplish job responsibilities in several work environments, whether it be from home, on the road, or in an office.
Please note this is a campaign-funded position that is expected to be funded for multiple years. However, as with any position that is dependent on campaign money, there is the risk of unexpected funding problems and the position can no longer be funded through the campaign. IF that should happen, CBF will review the position at that time to determine if it can then be funded from other sources of income within the organization.
To apply, please send resume and cover letter no later than October 13, 2020.
CBF offers a comprehensive benefits package to include: 20 vacation days, 10 sick days, health, vision, dental, life insurance, and a tax deferred retirement plan.
WE ARE COMMITTED TO DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
Just as biodiversity is the key to a thriving ecosystem, human diversity is the key to saving the Bay. Success depends on people from widely diverse backgrounds, cultures, ethnicities, identities, and races taking collective action. Clean water, clean air, and a safe environment are rights we all share.
To increase diversity, equity, inclusion, and justice, the Chesapeake Bay Foundation will:
· Recruit and retain a staff, board, and membership that reflect the diversity of people living within the Chesapeake Bay region;
· Strengthen and broaden the diversity of our partnerships;
· Celebrate and value the diversity of staff; and
· Fight to ensure that everyone has equal access to clean water, clean air, and a safe environment.
CBF is proud to be an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.