Education Operations Coordinator

The Chesapeake Bay Foundation Education Department seeks a full-time Education Operations Coordinator based at the Philip Merrill Environmental Center headquarters office located in Annapolis, Maryland.

About the Chesapeake Bay Foundation

Celebrating its 50th anniversary, the Chesapeake Bay Foundation (CBF) is the nation’s leading conservation organization dedicated solely to restoring and protecting the Chesapeake Bay, our nation’s largest estuary. With over 230,000 members, an annual operating budget of $26 million, a $55 million endowment, CBF’s 185 full time staff work in offices in Annapolis and Easton, MD; Richmond and Virginia Beach, VA; Harrisburg, PA; Washington, DC; and in 15 field education program locations across the Bay watershed

CBF's headquarters - the Philip Merrill Environmental Center – in Annapolis is the world’s first USGBC LEED platinum building. In 2014, CBF opened the Brock Environmental Center in Virginia Beach; the Brock Center is the tenth certified Living Building and one of the most energy efficient, environmentally smart buildings in the world.

CBF Environmental Education

Approximately 35,000 students and teachers participate each year in CBF’s education field experiences or teacher professional learning. 

The Bay, and its watershed, is our classroom and CBF environmental educators are responsible for bringing the Bay alive to students.  We strive to make a lasting impression about the excitement and vulnerability of the Bay. 

Each of CBF’s 15 education programs has its own individual character. The field experience options run the gamut from our urban boat programs in Baltimore and Hampton Roads to Pennsylvania canoe programs to remote island-based centers.  We use hands-on experiential teaching techniques to educate students about the health of the Bay and connect them back to their local environment.  Educators promote and develop citizen knowledge about the Bay by providing unforgettable, hands-on, student lead experiences that inspire them with a commitment to take action for the restoration of the Bay.

The education department is comprised of Field Programs, Teacher and Principal Professional Learning, and Student Leadership.  All of these components work closely to educate and empower students to take action towards “Saving the Bay.” 

Context of the Position

The Education Operations Team within the Education Department serves a vital and critical role to internal staff as well as Education’s constituents, namely teachers and school administrators.  The Operations Team oversees: the scheduling of approximately 1800 field experiences annually; the management of databases that track teachers, schools, students, and program locations; the annual budgeting process for education (in conjunction with the VP and directors); data and budget sharing with development for fundraising efforts and reporting; public & private grant management; marketing and communication via CBF’s website and print publications; the recruitment and hiring of education staff; safety training, risk management efforts, and the fleet and facilities needs for 15 field programs. 

The Education Operations Coordinator will focus on the areas of grant coordination, accounting and finance. This position will perform accounting services for the department including: public & private grant coordination; billing, overdue billing, coding invoices; reconciling credit card and center checking reports; and expense report approval.  This position requires a conceptual understanding of and professional experience in budgeting, accounting, and financial systems in order to work on both routine oversight of budgets and grants as well as complex assignments. Emphasis will be on grants and contract management, compliance, accurate and timely reconciliation of grant related expenses, and assisting with creating financial reports. Additionally, the Education Operations Coordinator will assist the Operations Scheduling Team with scheduling field experiences, marketing education field programs to various audience. This position reports to the Education Operations Manager.

Essential Functions

1. Education Department Grants Coordination including Public & Private grants and contracts specific to OMB regulations

  • Develop an understanding of the Education Department activities, grants and contracts, along with internal and external financial reporting requirements, to ensure proper data collection and accounting treatment of transactions, and implement recommended changes that will enhance the process
  • Ensure the Federal Grants and contracts as well as private grants are in compliance and reporting is timely and accurate
  • Ensure that grant funds are accounted for properly by restrictions and project codes, (including permanently restricted net assets)
  • Ensure that all grant documentation is received and provided to CBF’s Finance Department for audit and tracking needs
  • Record and account for all multiple year pledges
  • Maintain spreadsheets that track prior, current, and future year grants for Education
  • Meet with members of the Education Senior Management team regularly to report on grant funds secured and expended & project updates

2.  Education Department Operating Accounting Coordination

  • Provide financial information for grant proposals
  • Code invoices on a daily basis
  • Review and approve credit card and center checking reports in accordance with grant deliverables
  • Assist staff in understanding where time and expenses should be coded to appropriately track budget spending on public grants
  • Approve expense reports on a regular basis, also in accordance with grant deliverables
  • Approve check requests and cash advances
  • Streamline processes to ensure efficiency and thoroughness
  • Assist in reporting data to finance and development for grant proposals and reports

3.  Scheduling:

  • Assist in scheduling field experiences for 15 field programs, in collaboration with 2 other scheduling staff.  Input of schedule in database
  • Assist in the scheduling process from:  inquiry → application → assigning dates → confirming date→ pre-trip information → billing →reporting data 
  • Establish relationships with veteran teachers and recruit new teachers and other educational personnel
  • Participate in field programs a few times a year in order to understand and communicate the unique features of the 15 programs 
  • Maintain the field schedule for fall, spring and summer seasons, with a goal of 90% capacity. 
  • Work closely with the other members of the scheduling team on a daily basis.  Most tasks amongst the team are interrelated and interdependent 
  • Provide updates to the website to keep information timely and relevant for teachers and those seeking information about our programs
  • Provide information and statistics about education programs, to meet obligations of state funding contracts and reporting requirements from public grants, donors, corporations and foundations

4.  Other:

  • Assist front desk with answering phones and greeting visitors at the Philip Merrill Center (approx.. 2-3 hrs/month)
  • Assist Education VP & Directors with special projects as needed (less than 10% of time)
  • Other duties as assigned

Professional Experience and Qualifications

Successful Candidate should possess the following:

  • Bachelor’s degree, preference for business management or related field
  •  2-3 years’ experience in grant coordination and basic accounting and finance, preferably for a not-for-profit 501(c)(3) 
  • Proficient in the use of databases and MS Office software
  • Experience with customer service
  • Ability to solve problems independently
  • Strong communication skills
  • Ability to talk to variety of audiences 
  • Multi-task under pressure 
  • Collaborate with multiple program staff, departments and external constituents
  • Knowledge of CBF’s mission and programs, a bonus
  • Sincere interest in Bay efforts and educating children

Physical Requirements:
Ability to travel to attend staff trainings & meetings away from home for multiple-day periods throughout the year

How to Apply

To apply, please submit a cover letter, resume, and contact information for (3) references no later than September 25, 2017 to:

Chesapeake Bay Foundation/FY17-011-EOC

CBF offers a comprehensive benefits package to include: 20 vacation days, 10 sick days, health, vision, dental, life insurance, and a tax deferred annuity plan.  The Chesapeake Bay Foundation is an Equal Opportunity Employer.                                                                                                                    

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