Manager, Administration & Operations

Applications Due Monday, June 20, 2011

The Bay-Friendly Landscaping & Gardening Coalition, a California non-profit established in 2009, seeks an experienced administrator to support its development as it expands Bay-Friendly workshops, tours, trainings and other programs throughout the Bay-Area and beyond. Bay-Friendly programs offer home gardeners, landscape professionals, land developers and managers, and public agencies the tools and skills to create beautiful, healthy, and sustainable landscapes while reducing waste and pollution, conserving natural resources, and protecting the Bay. This is a unique opportunity for a self-motivated, organized and skilled administrator who would welcome the challenge and responsibility of growing the infrastructure of the Coalition to ensure it can fulfill its mission. The Coalition’s programs are the result of 10 years of program development by StopWaste.org. For more information, see www.BayFriendlyCoalition.org and www.StopWaste.org.

General Administration & Operations: The responsibilities of the Manager, Administration & Operations include:
• Administrative systems: Refine and, where needed, create administrative systems to improve the Coalition’s operations, functionality and program delivery.
• Contract Administration: Administer contracts including documentation, recordkeeping, review of invoices and receipts, and amendments.
• Coalition mail, email and phone: Serve as primary point of contact for the Coalition by picking up, responding to and distributing phone, email and mail correspondence; handle outgoing mail.
• Publications and supplies: Maintain the Coalition’s storage facility and order, prepare and maintain inventory of Coalition publications, training materials, and supplies.
• Web and database management: Maintain online merchant services (currently Go Daddy for website, PayPal, Network for Good, Constant Contact.) Create and update databases of Coalition clients, contacts, members, and other persons of interest. Update and maintain website, including programming, on-line registrations and periodic content updates.
• Coalition meetings: Attend and assist with Board, committee, technical, program and other meetings, as needed. Prepare and distribute agendas, minutes, packets and other information in a timely manner.
• Budget and finance: Help manage the budget and process invoices and payments, make bank deposits and, depending on experience, support or execute other budgeting and bookkeeping functions including, reconciliation of bank statements, data entry into QuickBooks, financial reporting, etc.
• Files & Records: Update and maintain the Coalition’s electronic and paper records.
• Membership: Organize and implement on-line and other membership drives; help coordinate bi-monthly newsletter.
• Other administrative tasks as needed to maintain core operations.

Program Administration & Operations: The position also provides support to the Coalition and its contractors for delivery of landscape professional, home gardener and nursery programs throughout the Bay Area. Responsibilities include:
• Coordinate and support workshops, trainings, tours, and conferences by attending planning meetings, helping with print and electronic publicity, maintaining on-line calendar and registrations, setting-up meetings, and tracking attendance, certifications, evaluations, and other aspects of program delivery. These responsibilities may require travel throughout the Bay Area and may take place on weekends.
• Prepare and monitor schedules and coordinate with program sponsors, contractors, and enrollees to ensure key funding, registration, advertising and other commitments and deadlines are met.
• In coordination with contractors, purchase and prepare materials for, and assemble and maintain electronic and hard copy supplies of, workshop and training materials.
• Post and maintain program content on website, and maintain databases for tracking program delivery for all Coalition programs, including rated landscape program, qualification of landscape professionals, home gardener workshops, garden tour, nursery partnerships, etc.
• Other tasks as needed to support Coalition programs.Qualifications:
Qualifications must be demonstrated through directly relevant professional experience and training.
• Outstanding administrative skills, as demonstrated by previous administrative experience, preferably in the non-profit sector or in a small or new company.
• Bachelor's degree in business, administration, public policy, environmental management or related field.
• Minimum 3 years of increasingly responsible administrative experience.
• Proven track record of improving operations of a growing organization with limited resources.
• Excellent interpersonal, verbal and written communication skills.
• Experience in organizational development and related program development.
• Ability to use, navigate and administer tools and programs for finance and accounting, website maintenance and development and data management systems.
• Ability to work both very independently and as part of a team for an organization with a virtual office.
• Excellent computer, web and data management skills, and fluency working with a wide array of applications and programs including, but not limited to, QuickBooks, Microsoft Office (especially Word, Excel and PowerPoint.)

Desirable Experience/Interests:
The ideal candidate also would have experience in, or eagerness to learn, other aspects of non-profit management, operations, fund raising and/or sustainable gardening/landscaping principles to help the Coalition deliver its programs while it grows its funding, operations and contractor staff. The ability to grow with the organization would be considered a plus for any candidate. Examples of additional areas of experience/interest include:
• Improvement of the Coalition's website, including more direct and organized navigation structure and payment processing, and development and maintenance of a robust data management system that can accommodate the future growth of the Coalition and its programs.
• Understanding, passion for and interest in learning more and educating others about sustainable landscaping design, construction and maintenance practices.
• Promotion and outreach for training, conferences, workshops and/or garden tours.
• Experience or interest in fundraising, membership drives, grant writing, etc.

The Manager, Administration & Operations position is a flexible, part-time, (approximately 25 -- 35 hours per week) independent contractor position, with an anticipated hourly pay rate of $25.00 to $40.00. The final determination of hours and pay rate will be made by the Coalition based on Coalition funding and the demonstrated qualifications, experience and pay history of the selected candidate. The selected candidate must show proof of, and maintain minimum levels of $500,000 in general and auto liability insurance. To complete the duties of this position, the successful candidate must provide his/her own automobile, office space, computer, phone and internet access.

To Apply: Send a cover letter and resume to Search Committee via email at info@bayfriendlycoalition.org with Manager, Administration & Operations in the subject line. Deadline is Monday June 20th, 2011. Initial interviews will be held on Friday June 24th and/or Monday, June 27th, with a potential follow-up interview on Wednesday, June 29th. Selected candidate should be prepared to begin work as soon as possible in July.