DIRECTOR OF ADMINISTRATION
SALARY RANGE: $75,000-$80,000 commensurate with experience
LOCATION: Temporarily remote, due to the COVID-19 pandemic. As restrictions are lifted, this position will be expected to report at least part of the time to Chesapeake Conservancy’s office in Annapolis, Maryland.
ABOUT THE CONSERVANCY: Chesapeake Conservancy is a non-profit organization based in Annapolis, Maryland. Our mission is to conserve and restore the natural and cultural resources of the Chesapeake Bay watershed for the enjoyment, education, and inspiration of this and future generations. We serve as a catalyst for change, advancing strong public and private partnerships, developing and using new technology, and empowering environmental stewardship.
The Conservancy offers a competitive employee benefits package that includes health, dental, and vision insurance, life insurance, disability insurance, paid vacation and sick leave, and participation in a retirement savings plan. Opportunities for advancement and professional development are available. This position will not support relocation assistance.
PRIMARY RESPONSIBILITY: The Director of Administration manages the administrative functions of the office. This is a highly organized individual who can juggle multiple tasks and responsibilities. This person is responsible for implementing and maintaining office systems and policies which ensure that the organization runs smoothly and that staff and volunteers have what they need to be successful. The Director may provide human resources and accounting support and guidance to the members of the Finance & Administrative Team.
- Maintain relationship with building management firm and ensure that office protocols are followed.
- Keep inventory of which staff members have keys to the doors and which have fobs for the building.
- Ensure that the office equipment like the copier and postage meter are appropriate.
- Maintain inventory of computer equipment and plan for replacement on a 24-36 month cycle.
- Responsible for phone system and interfacing with outsourced IT professionals.
- Ensure there are written standard operating procedures for office activities.
- Look for ways to improve operations with new systems, processes, and technology.
Board and Committee Liaison
- Schedule meetings and make preparations so all Board and Committee members, as well as staff and invited guests, know when, where, and how to attend. Meetings may be in person and require banquet, travel, or hotel services, or meetings may be virtual and require video conferencing setup.
- Ensure that meeting materials are prepared and delivered in a timely manner. The Board has requested that meeting materials be provided one week prior to the meeting date.
- Attend Board meetings and ensure good governance through preparing accurate and timely minutes.
- Ensure compliance with conflict of interest policies annually.
Oversee Talent Acquisition and Management, and General Human Resources Activity
- Provide supervision to the Human Resources Coordinator in recruiting and retaining talent, pursuing a diverse workforce, maintaining accurate personnel data, maximizing use of the HRIS, preparing payroll, and managing employee benefits.
- Ensure that staff receive regular feedback and are fairly compensated.
Manage Procurement Activities
- Assist staff with ensuring that the Procurement Policy for the Conservancy is followed when purchasing goods and services.
- When purchasing items with federal, state, or other municipal funds, ensure that proper procurement procedures are used to comply with stated requirements.
- Review contracts and commitments to ensure that the Conservancy’s interests are protected.
- Take the lead on annually reviewing and revising the Procurement Policy.
Assist Finance Team
- Assist the Finance Team with activities that require separation of duties. This may include providing oversight or preparing bank deposits, coding and entering invoices in the payment processing system, bank reconciliation, or any assortment of financial tasks.
- Assist with the annual audit by providing documentation as requested.
We are committed to being a diverse and welcoming workplace.
Chesapeake Conservancy is an equal opportunity employer. We do not discriminate on the basis of race, religion, national origin, color, age, sex, disability, veteran status, sexual orientation, genetic information, gender identity, refusal to submit to a genetic test or to make available genetic test results, or any other legally protected characteristic.
Chesapeake Conservancy understands that protecting and restoring the natural and cultural resources of the Chesapeake Bay watershed requires intentional commitment to inclusive practices and narratives within the conservation movement. Through our work we celebrate and elevate the people, places, and cultures of the region, especially by engaging underrepresented communities. Committing to the values of Diversity, Equity, Inclusion, and Justice is critical to achieve our vision of a Chesapeake that is healthy, accessible to everyone, and a place where people and wildlife thrive. To that end, we commit ourselves to Diversity, Equity, Inclusion, and Justice both in our programmatic priorities and our internal organizational development through inclusive recruitment of staff and board members, and fostering a diverse and inclusive culture.
- At least 10 years of administrative experience
- Experience working at a mission-driven organization
- Experience with procurement/contract administration
- Experience managing both internal and external stakeholders
- Some knowledge of human resources functions, such as payroll, benefits administration (health and retirement), recruitment, training, maintaining personnel files
- Some knowledge of financial or accounting functions
- Ability to juggle time, energy, and activities in a high-paced, sometimes stressful environment
- Ability to remain focused and disciplined in a rapidly changing environment
- Ability to navigate constantly moving priorities and competing demands
- Ability to initiate, plan, and manage the incumbent’s daily schedule to ensure organizational success
- Ability to work independently and also collaboratively with staff, the management team, and volunteers
- Strong analytical and critical thinking skills
- At least 15 years of administrative experience
- Experience supervising others
- Strong communication and customer service skills
- Strong problem-solving skills