Research and Conservation Administrative Coordinator

Holden Forests & Gardens•Kirtland, OH

72d

About The Position

The Science and Conservation Administrative Coordinator is primarily responsible for providing administrative support to the Vice President of Science and Conservation at Holden Forests & Gardens and, by extension, members of the underlying departments: Research and Conservation & Community Forestry. This will include managing calendars, budgets, expenses, and document management. In addition, this role will assist in scheduling equipment maintenance, managing permits, coordinating elements for outreach into the community, website content, subcontract management, presentations, grants, and other broad communications.

Requirements

Support Holden Forests & Gardens' mission, vision, and values
Demonstrate a passion for people and nature
High school diploma or equivalent, required
Ability to understand basic instructions, required
Highly proficient with the use of Microsoft 365 products, specifically in Word, PowerPoint and Excel and the ability to produce and use data tables
Effective and appropriate verbal and written communication
Demonstrated ability to meet deadlines, adapt to shifting priorities
Understanding of non-profit organizations and the importance of handling confidential information
Ability to take initiative and problem-solve
Highly organized
Ability to work on a team
Maintain a valid driver's license and acceptable vehicle record
Able to type documents
Able to sit or stand for periods of time

Nice To Haves

Two years of post-secondary education in business or office administration, a plus
At least one (1) year of administrative experience, preferred
Experience working with grant management, a plus

Responsibilities

Support Holden Forests & Gardens' mission, vision, and values and core commitment
Manage contracts and service agreements for equipment maintenance
Administration of subcontractor information including subcontract agreements
Interact with the Finance and Human Resources departments on various business functions
Assist with various hiring functions, complete online forms required for hiring, post open positions, schedule interviews & conduct reference checks, and complete paperwork necessary for new hires and departing staff
Manage invoices, balance monthly budgets and complete all necessary documentation accurately and in a timely manner
Work with finance to track spending and reimbursement for external grants across fiscal years in accordance with federal and other grantee guidelines
Prepare and maintain expense reports for review and approval including those associated with external grants
Manage purchasing and supply allocation for both internal funds and for external grant funding within and across fiscal years
Ensure accuracy and timeliness of grant invoicing, ensuring grants are executed to meet grantee timelines
Compile and distribute organizational information for granting agencies, as requested
Order and receive office supplies
Manage corporate credit card receipts and submit reports
Set up purchase orders and requisitions
Update, maintain, and communicate budget information to VP of Science and Conservation, Director of Conservation and Community Forestry, and Director of Research
Work with Education to help coordinate Research and Conservation-oriented outreach events, creating website surveys and registration forms
Help to coordinate conservation and community outreach with community partners
Work with department directors to keep track on-going projects and outcomes, and to share them out as needed
Manage calendars, schedule meetings and appointments
Observe all safety protocols and always wear appropriate personal protective equipment (PPE) required for positions and/or specific activities
Report any hazards or unsafe conditions immediately to your supervisor
Maintain a valid driver's license and acceptable vehicle record
Perform other duties as assigned