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10 Jun 2022

Full-Time Program Assistant – Posted by Annapolis, Maryland, United States

Job Description

The Chesapeake Bay Trust (the Trust) seeks a qualified candidate to serve as Program Assistant. This position will assist the Trust with grant review, grant management, and grant tracking. This person will be a key member of a 20+ person staff. This position is a full-time salaried position (40 hours per week) that requires periodic evening and weekend work. The Trust anticipates hiring one Program Assistant who will work with the Restoration Department and the Education and Outreach Department. The Program Assistant will report directly to the Vice President of Programs for Outreach and Vice President of Programs for Restoration.
About the Trust
The Chesapeake Bay Trust seeks to engage and empower diverse groups to take actions that enrich the natural resources and local communities of the Chesapeake Bay region. The Trust is a non-profit grant-making organization established by state government in 1985. The Trust currently makes 350 to 400 grants and other awards per year ranging from $100 to ~$400,000 for projects in the K-12 environmental education, on-the-ground restoration, science, capacity building, and community engagement realms. In the past 15 years, the Trust has increased its grant-making and therefore grant-making four-fold through various revenues streams under the purview of four Trust departments, with annual grant-making of approximately $12 to 20 million, including a new urban tree initiative will serve to again almost double the Trust’s grant-making.
Position Responsibilities
The person(s) in this position will spend approximately 80% of their time assisting the Restoration team or the Education and Outreach team in advancing its mission, and approximately 20% of their time supporting the Trust in other avenues of work. Specific duties include:
·          Assist in the management of grants that advance the Trust’s stewardship and restoration goals, including the steps of proposal review (programmatic and budgetary aspects), status and expense report review, award revision requests, and final report/close-out, for a subset of the Trust’s award portfolio. Some management activities may require site visits.
  • Serve as the lead on grantee correspondence for the Restoration and Outreach and Education teams.
  • Prepare grant reports and meeting preparation material for staff and technical review committees.
  • Prepare queries of grant data as needed for a variety of purposes, such as funding partner requests, reports to the Board of Trustees, legislature, the Trust’s website, and more.
  • Provide support to a subset of not-for-profit organizations in the preparation of grant proposals and in the management of grant awards.
  • Support the Restoration and Outreach and Education teams with grant program advertisement.
  • Develop and post grant-related website content, such as “fact-sheets” to describe project/program success.
  • Assist the Restoration and Education and Outreach teams with event logistics (e.g., compiling registration list(s), presentation slides, meeting materials such as an agenda for a team meeting, taking meeting notes), including review committee days and external events such as grantee workshops, press events, and/or symposia.
  • Support internal and external meeting logistics including hosting meetings on virtual platforms such as Zoom and/or Microsoft Teams.
  • Assist the Restoration and Education and Outreach teams with special projects, such as grantee newsletters, social media posts, blogs, and/or annual reports.
  • Serve as lead on producing information about the Trust’s grant-making for certain audiences, such as quarterly grant lists for the legislature or project fact sheets.
  • Serve, with the Program Assistants from the Restoration and Education and Outreach, as one of three Trust leads of the online grants system and database software with tasks to include grant application forms, reviewer forms, data fields, award and decline letters/notifications, and any updates needed to improve efficiency.
  • Support several administrative functions, such as tracking and recording grants, reviewing award financial back-up documentation to submit for payment, and supporting quarterly reporting to our funding partners.
  • Other projects and duties as assigned.
Skills and Qualifications
  • Proficiency in the Microsoft Office suite of programs (especially Word, Excel, and PowerPoint) (required).
  • Ability to tackle multiple tasks in a timely and effective manner (required).
  • Excellent organizational skills and attention to detail (required). The successful candidate must be exceptionally thorough, and detail orientated.
  • Ability to work both independently and in team settings in an office environment – (required). Note that our staff is working remotely with limited access to the office as needed.
  • Excellent written and oral communication skills (required).
  • Experience with at least one database that illustrates ability to learn (preferred).
  • Bachelor’s degree (preferred)
  • An interest in environmental and community health issues (preferred).
  • Personal vehicle or access to a vehicle/transportation and valid driver’s license or access to transportation options required to facilitate site visit travel and travel to the office (required).
Position Salary and Benefits
$40,000 (for candidates with no prior experience) to $45,000 (for candidates with 2+ years of demonstrated experience) with an excellent benefits package and opportunities for professional development through workshops, training programs, and conferences.

How to Apply

Applications will begin to be reviewed on or around June 15, 2022, though the position will remain open until filled. Please submit a resume and cover letter via email to and place “Program Assistant-Your Last Name” in the subject line of the email.  The cover letter must address how your skills and experience are specifically relevant to the job description and duties of this specific opportunity, rather than serving simply as description of your previous positions or experience.  Please explain why you are interested in this position specifically and what makes you a good candidate.   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.

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 40,000 - 60,000.

Job expires in 30 days.

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