Job Description

Administration and Compliance Manager

Full Time, Hybrid

Position Background:

The Chesapeake Bay Trust (the Trust), a non-profit grantmaking organization, seeks an Administration and Compliance Manager, a position newly created due to the Trust’s recent growth, to oversee all administrative aspects of the organization.  Elements of Administration falling under this position’s purview include federal and other partner Compliance (pertaining to grant-making and other expenditures of partner funds) Human Resources, Facilities, IT/Application Support, Systems (e.g., how we best use systems to accomplish our work), and generally, all internal policies.

The person in the position will set strategy for all six of these areas, perform specific tasks within those strategies, and assume supervisory duties of supporting staff.  This role reports to the Vice President of Finance and Administration and has four direct reports.  This position requires at least three days in the office with the other two remote.  Since this is a new position, the right candidate will have the opportunity to showcase his/her/their skills by designing the most efficient and effective processes to meet the requirements.  These new processes will transform the way the Trust manages its incoming and outgoing grant and other awards and will enable the program team to focus more on programmatic efforts rather than compliance monitoring and other compliance activities.

This person will be a key member of a high-energy, collaborative team of 30+ professionals who work diligently to advance the Trust’s mission and daily consider the Trust’s core values of grantee focus, accountability and transparency, inclusiveness, collaboration, and innovation.    This is a full-time, salaried position (40 hours per week).

Established in 1985, the Chesapeake Bay Trust uses grantmaking as a method to promote community-based participation in the restoration and protection of the natural resources of Maryland and the Chesapeake Bay region.  In the past fifteen years, the Trust has doubled its grant-making five times through new revenue from a wide range of partners, with current annual grant-making of approximately $25 million.  The Trust currently allocates these grant funds through 350-400 awards per year to entities who apply through open, competitive calls for proposals as well as programs such as the Chesapeake Conservation Corps.

Specific Responsibilities:

Compliance

The Administration and Compliance Manager will set strategy and supervise a team (Compliance Officer and Assistant(s)) who will take on day-to-day compliance duties.

Elements for which the Manager is responsible:

• Identify process changes that emerge from staff’s annual gap analysis of 2 CFR 200 , review of periodically issued general guidance from our funding partners (e.g., U.S. Environmental Protection Agency (EPA) Recipient/Applicant Information Notices (RAINs),  and review of terms and conditions of our funding partners as outlined in award agreements (see below)

Oversight: The Manager will oversee staff duties of:

• Implementation of processes to ensure compliance with federal and other partner requirements including:
  • conducting periodic gap analyses between 2 CFR 200 requirements and our existing policies and procedures and identify any updates that are required
  • reviewing any new general guidance issued by funders such as U.S. Environmental Protection Agency (EPA) Recipient/Applicant Information Notices (RAIN) from whom we receive funds
  • reviewing specific terms and conditions of our funding partner agreements prior to execution
  • proposing any changes identified as a result of these reviews as necessary to comply with partner agreements and/or regulations

• Create and maintain database of key compliance terms and perform periodic checks to ensure compliance by program and finance teams
• Serve as subject matter owner of 2 CFR 200 and other related regulations to facilitate resolution to any questions that may arise
• Recommend changes to internal policies as regulations change
• Review all report submissions including federal financial reports (FFRs), federal MBE/WBE/DBE reports, etc. to ensure compliance with federal requirements
• Monitor a sampling of compliance tasks handled by the program team, such as federal single audit review and report delinquency of our awardees
• Serve as administrator for Trust activity on Grants.gov and SAM.gov web platforms.

Human Resources

The Administration and Compliance Manager will set strategy for human resources work and supervise a staff member who will take on most of the day-to-day implementation duties:

Elements for which the Manager is responsible:

• Refine/adaptive management of HR policies and procedures, including recruitment/hiring, onboarding, training, offboarding, etc.
• Annual compensation analysis using relevant survey data
• Liaising with payroll and benefit administration providers (the Trust has an agreement with another quasi-state agency for onboarding, payroll and benefit services so these functions are not a large part of the scope of this position)
• Support of Conservation and Climate Corps on HR matters and liaise with its outsourced HR service provider
• Employee relations to maintain positive relationships between staff and organization
• Escalation of employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff
• Employee disciplinary meetings, terminations, and investigations, if needed

Oversight: The Manager will oversee staff duties of:

• Recruiting, including management of job descriptions, actively searching for candidates, screening, applicant tracking, interview coordination and participation and making the offer
• Employee onboarding and offboarding (including exit interviews)
• Data integrity of organization’s HR system (BambooHR)
• Managing bi-annual employee engagement survey and reporting
• Coordinating performance management processes including probationary reviews, annual reviews and disciplinary actions
• Conducting stay interviews and reporting on issues and trends
• Leading organizational culture committee to engage staff and foster continued improvement of organizational culture and staff morale
• Training on general organizational topics that span all departments

Facilities

Elements for which the Manager is responsible:

• Serve as lead on Green Campus Construction Project (cbtrust.org/ripplingeffects) that includes solar and stormwater improvements to facilitate ESG objectives
• Serve as lead on any other “campus” (we are 0.05 acres) improvements/projects in the future, including vision, budgeting, procurement, vendor management, project management, etc.
• Serve as lead on how we use the office space/campus, including staff space assignment policies, staff space assignments, use of various non-office spaces, etc.

Oversight: The Manager will oversee staff duties of:

• Maintenance and day to day operations of the building and property to ensure that the campus and its facilities are properly organized, supplied, maintained, and otherwise running smoothly; example activities that may be required include arranging for plumbers, electricians, or other contractors to resolve unpredicted issues; developing systems for keeping common areas clean and organized (paper in the copier, supplies in the restrooms; kitchen area presentable in the event of donor pop-in visits); coordinating with landscaper for lawn mowing and similar maintenance tasks. This set of tasks will require balancing efficiency with our value of fiscal responsibility.
• Management of third party vendor contracts for work to support building operations, including providing oversight and direction to such vendors

Systems

The Administration and Compliance Manager will set strategy for how all Trust departments use their various systems (such as grant software, finance software, contacts management software, integration of the three, other tools, etc.) and supervise a staff member who will take on the day-to-day implementation duties.

Strategy elements for which the Manager is responsible:

• Adaptive management of existing systems – constantly examining how we use our systems, identifying any process improvements that lead to increased efficiency
• Exploring new potential grant-making software (including researching available options, interviewing potential vendors, and overseeing any Requests for Proposals (RFPs) for services to consider new vendors
• When the time might come, similar exploration of new finance and/or development software.

Oversight: The Manager will oversee staff duties of:

• Troubleshooting and assistance with functionality grantmaking software
• Management of software vendor contracts
• Training of new Program Assistants on use of grant-making system

IT Support

Elements for which the Manager is responsible:

• Define and manage IT strategy for the organization

• Review/adaptively manage IT policies and procedures

• Provide application support to Trust staff by leveraging external experts and/or vendors
• Identify and implement automation and integration opportunities to increase efficiency and streamline processes; engage external experts and/or vendors, as needed
• Recommend new applications, as appropriate

Oversight: The Manager will oversee staff duties of:

• Management of contracted desktop IT support vendor
• Purchasing/disposing of computers, telephones, and other technology equipment and assigning/reassigning computer and telephone equipment to staff and common area

Qualifications and Skills:

• Bachelor’s degree in business management or related field and at least five years of direct experience in administrative roles OR at least nine years of direct experience in administrative, operations or business management roles
• Knowledge of not-for-profit practices and regulations, software, and fiscal reports (preferred)
• Knowledge of 2 CFR 200 and other OMB regulations and awareness of Federal Acquisition Regulations (preferred)

• Ability to act with integrity, professionalism, and confidentiality
• Ability to tackle multiple tasks in a timely and effective manner
• Excellent organizational skills, and attention to detail and communication skills
• Work independently and set priorities; act effectively and efficiently under pressure; solve problems and exhibit strong organizational skills

Salary and Benefits: $90,000-$100,000 with an excellent benefits package and opportunities for related professional development.

The Chesapeake Bay Trust provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, or disability in accordance with applicable federal, state and local laws.   We encourage applications from people of color. Applicants must be currently authorized to work in the United States on a full-time basis. The Trust does not participate in programs that require sponsorship for work visas

How to Apply

Job Types: Full-Time. Job Tags: administration, Compliance, operations, and  project management. Salaries: 80,000 - 100,000.

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