The Chesapeake Bay Foundation- Education Operations Coordinator
July 26, 2019
The Chesapeake Bay Foundation seeks an Education Operations 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 more than 275,000 members and e-subscribers. For more information on CBF, please visit cbf.org.
CONTEXT OF THE POSITION
The Education Operations Coordinator will primarily work with the Scheduling Team and focus on the areas of communications, maintaining the education program schedule, and support for accounting and data management. The coordinator will serve as a resource for all operations functions and will also provide administrative support to the VP of Education.
Essential functions include:
a. 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.
b. Establish relationships with veteran teachers, recruit new teachers, and other educational personnel by managing the scheduling team’s collaborative email, voicemail and online application system.
c. Work collaboratively with the scheduling team to maintain the field schedule for fall, summer and spring seasons, with a goal of 95% capacity.
d. Provide information and statistics about education programs to meet obligations and reporting requirements for grants and contracts.
e. 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.
f. Work closely with other members of the operations/scheduling team daily. Most tasks amongst the team are interrelated and interdependent.
2. Finance – The Education Operations Coordinator will assist the Education Operations Manager with the following finance-related items:
a. Provide timely and accurate information from event management to the finance department.
b. Code invoices and review expense codes on a regular basis, in accordance with the operating budget and grant deliverables.
c. Review and approve credit card and checking reports in accordance with grant deliverables.
d. Assist staff by providing information and training on how to properly code time and expenses to appropriately track budget spending.
e. Streamline processes to ensure efficiency and thoroughness.
f. Assist in reporting data to finance and development.
g. Manage the contract process for the Education department, in conjunction with the Administration department.
a. Become proficient in LCRM, Event Management Software, GIS and all software systems that are vital to the support of EDU department.
b. Serve as the liaison between departments for software integrations.
c. Provide updates to the website to keep information timely and relevant for teachers and those seeking information about our programs.
d. Support field staff with scheduling, finance and statistic recording inquiries.
e. Manage the first aid supply system to ensure that all field programs have required supplies for medical kits.
4. Administrative – The Education Operations Coordinator will provide up to approximately 20% of their time performing the following administrative assistant duties for the Education Department:
a. Assist front desk with answering phones and greeting visitors 2-5 hours/month.
b. Assist VP and Directors with administrative items or special projects as needed.
c. Other duties as assigned.
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.
To apply, please send resume and cover letter through job posting on CBF website no later than July 26, 2019
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.
CBF encourages diverse candidates to apply and is committed to creating a diverse and inclusive 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.