What are the responsibilities and job description for the Research and Conservation Administrative Coordinator position at Holden Forests & Gardens?
Research and Conservation Administrative Coordinator
Holden Arboretum: Long Science Center building
Full-Time
Opportunity:
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.
Key Responsibilities:
Key responsibilities of the Research and Conservation Administrative Coordinator
include but are not limited to:
- 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
Qualifications and Skills:
- Support Holden Forests & Gardens’ mission, vision, and values
- Demonstrate a passion for people and nature
- High school diploma or equivalent, required
- 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
- 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
Physical Requirements
Must be able to perform with or without reasonable accommodation:
- Able to type documents
- Able to sit or stand for periods of time
Some of the reasons Holden Forests & Gardens (HF&G) is a great place to work!
Paid Time Off | 8 Paid Holidays a year | Work in a beautiful environment within Greater Cleveland | Discounts in our stores & cafes | Free parking at both campuses anytime we are open | Free admission to many Northeast Ohio Museums | Free Employee Assistance Program | And Much More!
Apply:
Review of applications with begin immediately and continue until the position is filled. Qualified applicants should submit résumé, cover letter and 3 professional references.
Holden Forests & Gardens is an equal opportunity employer and values an authentic sense of belonging at all levels of the organization, including staff, volunteers, Board of Directors, and visitors. HF&G believes that working toward an equitable culture that values all perspectives enriches the work environment, helping achieve our goal to build a greener and healthier Northeast Ohio. We are working to create and sustain a supportive environment and sense of belonging for people of all backgrounds. HF&G promotes an equitable approach in its hiring, retention, and promotion; in Board recruitment efforts; and in community partnerships and programming.