Education Operations Assistant – Chesapeake Bay Foundation (Annapolis, MD)
September 10, 2021
The Chesapeake Bay Foundation seeks an Education Operations Assistant in the Education Department to be based at the Philip Merrill Environmental Center 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 210 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 $30 million and is supported by over 300,000 members and e-subscribers. For more information on CBF, please visit cbf.org.
CBF’s Environmental Education program introduces students, teachers, and other citizens to the wonders of the watershed and works to heighten sensitivity, increase knowledge, and empower people to take positive action toward the Bay’s restoration.
CONTEXT OF THE POSITION
The Education Operations Assistant will be responsible for the accounting and data management processes as well as providing support to the Scheduling Team to maintain the education program schedule along with associated communication. The Operations Assistant will serve as a resource for all operations functions and will also provide administrative support to the Vice President of Education.
This position will provide support for accounting services for the department including billing, overdue billing, coding invoices, reconciling credit card and center checking reports and expense report approval. Additionally, this position will maintain prompt online and phone service in relation to the schedule for all field experiences (approximately 1800 annually) for education programs in MD, DC, PA, and VA. This position requires a conceptual understanding of and professional experience in financial and customer relationship management systems to work on both routine, everyday oversight of expenses and scheduled events as well as complex assignments and integrations between systems. Lastly, this position will provide administrative and executive support to the VP of Education.
Essential functions include:
- Finance – With direction from the Education Operations Manager, The Education Operations Assistant will take the lead on the following finance-related items:
- Code invoices and review expense codes on a regular basis, in accordance with the operating budget and grant deliverables.
- Review and approve credit card and checking reports in accordance with grant deliverables.
- Provide timely and accurate information from event management to the finance department.
- Assist staff by providing information and training on how to properly code time and expenses to appropriately track budget spending.
- Streamline processes to ensure efficiency and thoroughness.
- Assist in reporting data to finance and development.
- Manage the contract process for the Education department, in conjunction with the Administration department.
- Become proficient in LCRM, Event Management Software, GIS and all software systems that are vital to the support of EDU department.
- Coordinate and manage department supply accounts, which includes ordering/coordinating bulk orders
- Provide updates to the website to keep information timely and relevant for teachers and those seeking information about our programs.
- Support field staff with scheduling, finance and statistic recording inquiries.
- Assist in the scheduling process, which follows the format of answering teacher inquiry → receiving participant application → assigning dates → confirming date→ sending pre-trip information → billing →reporting data.
- Establish relationships with teachers, recruit new teachers, and other educational personnel by managing the scheduling team’s collaborative email, voicemail and online application system.
- Work collaboratively with the scheduling team to maintain the field schedule for fall, summer and spring seasons, with a goal of 95% capacity.
- Provide information and statistics about education programs to meet obligations and reporting requirements for grants and contracts.
- Participate in field programs at least 1-2 times per year to understand the unique features of the programs and prepare teachers for their experience.
- Work closely with other members of the operations/scheduling team daily. Most tasks amongst the team are interrelated and interdependent.
- Administrative – The Education Operations Assistant will provide up to approximately 20% of their time performing the following administrative assistant duties for the Education Department:
- Assist front desk with answering phones and greeting visitors 2-5 hours/month.
- Assist Education Vice President and Education Directors with administrative items or special projects as needed.
- Other duties as assigned.
PREFERRED PROFESSIONAL EXPERIENCE AND QUALIFICATIONS
- Professional degree in business administration, operations management, accounting, or computer science. Experience can be considered in lieu of a degree
- Two-three years knowledge and demonstrated experience in database management and basic accounting/finance. Proficient in the use of databases, MS Office software (especially Excel), Salesforce, Event Management Software, Customer Relationship Management Software
- Possess excellent oral and written communication skills, initiative, ability to multi-task and function efficiently to produce deadline driven work
- Capable of both working collaboratively as well solving problems independently
- Ability to travel to attend trainings and meetings and comfortable with outdoor setting on boats and/or in canoes
- Must possess a valid driver’s license, submit a driving record, and have an acceptable driving record.
- 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.
Salary Range: 42k & negotiable
To apply, please send resume and cover letter through job posting on CBF website no later than September 10, 2021.
CBF offers a comprehensive benefits package to include: 20 vacation days, 10 sick days, 2 floating holidays, health, vision, dental, life insurance, and a 403(b) retirement plan with matching contribution.
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.