If you haven’t seen it already, the Friends of the Agua Fria National Monument are hiring an “Administrator” staff position. The application deadline is April 11, 2011. Please see the job description below, including the person to submit your information to.
Position Title: Administrator
Reports To: Friends of Agua Fria National Monument Board of Directors
Under the direction of the Board of Directors, the Administrator is responsible for key communications of the Friends of Agua Fria National Monument (FAFNM) and protection of the organization’s financial assets while ensuring compliance with board directives and applicable grantor, federal and state requirements.
Background on Friends of Agua Fria National Monument: FAFNM is a nonprofit 501c3 organization with a volunteer Board of seven and a membership of about 100. The Friends provides essential support, both volunteer and financial, for the preservation and development of the Bureau of Land Management’s Agua Fria National Monument in Yavapai County, Arizona. The Board President is the chief spokesperson for the organization.
Key FAFNM current projects are: NEMO Wet/Dry Mapping Project, Office Set Up in Black Canyon Visitor Center, 1891 Schoolhouse Legacy Project, Agua Fria/Perry Mesa Cultural Symposium Project, Friends to Friends Education Project, Petroglyph Survey Project, Education Hikes, Volunteer Day Projects, Outreach Projects such as Agua Fria Festival, Cordes Lakes Daze, Upper Agua Fria Watershed Partnership initiatives, Agua Fria Walks and Talks, etc.
Essential Duties and Responsibilities
The Administrator is responsible for communications and asset protection on behalf of FAFNM including but not limited to:
- Maintaining regular communications with FAFNM members and committees on behalf of the FAFNM Board. This includes responding to members’ input in a timely manner.
- Assisting FAFNM committees’ Chairperson(s) to ensure that their committees’ identified and agreed-upon strategic goals are met.
- Assisting Committee Chairpersons to recruit volunteers for projects and committee participation.
- Recruiting and organizing volunteers from the membership (and from other organizations, where appropriate) to complete projects; assisting with recruitment of volunteers and occasional interns for projects, developing appropriate work programs, carefully documenting volunteer hours in the database management system and supervising the completion of all assigned project work items.
- Maintaining, updating and using on a daily basis the CIVICORE Data Base Management System software to document and maintain complete membership listings and donor, volunteer and project information. FAFNM began using Civicore in January 2011.
- Assisting the Board of Directors to communicate effectively on issues that demand the Board’s attention, especially policy matters which threaten the National Conservation Lands System, the Bureau of Land Management and preservation tools and policies that facilitate the work of the organization.
- Developing and writing public relations and “friend-raising” materials.
- Maintaining the records of the organization (including agendas, minutes, bookkeeper’s monthly financial reports, quarterly financial, matching and written reports to funders, annual reports, tax returns and State of Arizona required reports) and publishing these on the website appropriately and in timely fashion for the membership and the public.
- Preparing Board Meeting agendas in consultation with the Board President, sending via e mail all Board meeting materials no less than one week in advance of Board meetings, making timely and appropriate meeting announcements in all public communications outlets and taking minutes of Board meetings for review and submission to the Board by the Board Secretary.
- Maintaining the office of the organization including all physical and on-line functions of a modern nonprofit such as the US Mail, the website, the social media sites, the mailing lists (members’ and “friends” of FAFNM), the Board List, the Board Orientation Book and FAFNM’s organizational memberships in other organizations.
- Implementing, with the Board, the FAFNM’s yearly internal fund-raising goals.
- Writing grant proposals and applications for projects and administrative funds and assisting the Board to prospect on a yearly basis for outside funds as appropriate.
- Seeking advance (future) opportunities to raise funds for projects, programs and initiatives of the Friends which improve the Agua Fria National Monument.
- Providing grants and contracts administration including negotiating research agreement terms, as appropriate, coordinating with Board and legal advisor(s) to finalize agreement terms; monitoring progress on work items for agreements and contracts and maintaining project and volunteer documentation in the database to ensure appropriate reports can be extracted to fulfill agreement terms.
- Following the Board’s Financial Management Policies and Procedures plus all other applicable rules and guidelines; keeping FAFNM bank accounts in consultation with the Board Treasurer.
- Overseeing all financial functions including those necessary for budgeting, financial analysis, asset and risk management, Accounts Payable and Receivable, payroll and financial reporting by interacting with FAFNM’s bookkeeper and keeping the Treasurer of the organization apprised.
- Implementing project accounting, reporting, tracking, purchasing and related administrative functions and assigning tasks to FAFNM bookkeeper when appropriate.
- Reporting as required by the IRS and the State of Arizona on time, accurately and completely. This includes monitoring the work of volunteers, consultants and others that is included in these reports.
- Working with FAFNM contractors to provide appropriate support systems and responsive, quality service that facilitates completion of Board-assigned tasks and organizational responsibilities.
- On occasion recommending to the Board administrative providers that best meet the needs of FAFNM; and negotiating services, terms and premiums and executing contracts for supply and service vendors, auditors, risk management and consultants, as appropriate.
- Interacting with other personnel in collaborating organizations to plan and implement projects and collaborative initiatives which improve and preserve the cultural and historic treasures and natural habitat on the Agua Fria National Monument. The organizations include, but are not limited to, the US Bureau of Land Management, the US Forest Service, the AZ Game and Fish Department and other governmental entities as well as community-based and conservation-oriented nonprofits, educational and research institutions, citizens’ and business’ groups, special interest organizations and other like groups.
- Assisting in the development of current and long-term organizational goals and objectives as well as policies and procedures for FAFNM operations; when appropriate, recommending ways to achieve goals set by the Board of Directors.
- Implementing FAFNM policies and plans, subject to policy oversight and approval by the Board of Directors.
To perform effectively in this position, the Administrator has core competencies which result in the effective administration of FAFNM and its programs and projects. These are as follows:
Job Knowledge: The Administrator
- Demonstrates competencies in the technical and tax aspects of managing a nonprofit organization;
- Provides advice to the Board of Directors to facilitate their volunteer oversight jobs as Board members;
- Applies the fine art of knowing what to do AND seeking advice, input and guidance from others;
- Can explain the educational, fund-raising and conservation mission of the organization;
- Continuously works to promote FAFNM and achieve its goals;
- Has past successful experience organizing events, workshops, small conferences, meetings and other public gatherings (evidenced by timely meeting of objectives, financial goals and satisfactory supervisory reviews).
Fulfilling the goals of the organization: The Administrator
- Has a proven ability to recognize opportunities and threats to the organization, bringing to the attention of the President of the Board all such issues that affect the organization;
- Implements plans to reach organizational goals as determined by the Board of Directors;
- Facilitates collaboration between volunteer Board members and paid administrative staff;
- Displays initiative in developing action plans and resolving problems as they occur, in consultation with the President and other members of the Board; and
- Has expertise in, and experience with, strategic planning and strategic goal implementation.
Communication: The Administrator has demonstrated in past experiences that he/she can and will continue to
- Communicate effectively with multiple audiences using a variety of forms including but not limited to written communications;
- Competently use all modern standard forms of communications software (WORD, EXCEL, PPT, OUTLOOK, FACEBOOK and database management systems software, Constant Contact, web site management software, etc.);
- Deliver verbal presentations and briefings and ad hoc presentations at local meetings of outside groups;
- Have positive interpersonal interactions in prior professional positions and;
- Can identify when it is more appropriate for the chief spokesperson(s) for the organization to communicate on behalf of the organization.
Management: The Administrator has
- Demonstrated ability to maintain effective systems of internal controls to account for all receipts and expenditures of funds and;
- Has managed corporate assets as appropriate under applicable grantor or public sector regulations.
Creativity and Judgment: The Administrator
- Demonstrates imagination and the ability to put his or herself in the shoes of others;
- Desires to understand the motivations of others and seeks to find ways that all individuals in the organization can contribute to the betterment of the organization;
- Exhibits interest and the ability to focus on and learn about projects and initiatives which may not be in his/her area of expertise, experience or comfort level;
- Has a history of problem-solving, active listening, engaging the abilities and creativity of others and sharing “credit”;
- Has a knack for knowing what tasks he/she needs to complete, at any given moment, for the good of the organization and;
- Has demonstrated ability and experience to promote and “sell” ideas.
Dependability: The Administrator has past experiences that demonstrate
- A history of increased responsibility and dependability;
- Ability to remain conscientious, thorough, accurate, and reliable with respect to achieving the organization’s goals and;
- Skills in meeting the needs of the many constituents of the organization.
Education and/or Experience
A College Degree is required for this position; the degree may be in any field. The Administrator must possess skills, knowledge and competencies which have resulted from formal education and from at least five years’ experience in: a non-profit operational or financial management area, a legal field, a conservation-related field or related areas.
While performing the duties of this position, the Administrator is regularly required to sit, stand, walk, speak and hear. The position requires extensive computer use; the Administrator must have sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. The employee must occasionally lift and/or move up to 20 pounds. Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential functions.
Travel and Driver’s License
The Administrator must be able to travel by air and automobile to attend conferences, training and other events as required to acquire and maintain proficiency in fulfilling the responsibilities of the position. The Administrator must have his/her own automobile available and insured for use on business travel (subject to reimbursement at the AFR/mile). A valid Driver’s License is required.
The position is an exempt position. Starting salary is based upon the successful candidate’s experience and the organization’s budget. The position is available on either a part-time basis or full-time basis for a Board-approved, budgeted amount. FAFNM provides payroll services for this staff position, two weeks’ paid vacation per calendar year for full-time employees (pro-rated for PT employees), paid sick leave and several paid holidays per year. Staff development and training opportunities abound with FAFNM and its funding partners.
The work environment is a small office and visitor center located in Black Canyon City just north of the Phoenix Metro area on Route 17. The noise level in the work environment is usually low to moderate. FAFNM has a laptop computer with sufficient speed and storage for the job as well as relevant software such as Web Site Management Software, Database Management and the MS OFFICE Suite.
Work hours will be determined. Irregular and evening hours are to be expected as FAFNM has evening obligations such as Board Meetings and Committee Meetings which the Administrator attends. Compensatory time may occasionally be earned based upon Administrator’s advance notice and need to work many hours on a particular project in a short period of time.
2011 Work Program: A draft may be requested from Karen LaFrance, FAFNM Consultant at firstname.lastname@example.org.
Submit a cover letter (with no less than 12 point type and no more than two pages), clearly stating interest in a full time and/or part time position. Send also a professional resume and three professional references with name, position, email address and direct phone number.
Applications are due Monday, April 11, 2011 5:00 PM Arizona Time, VIA E-mail, with attachments to Karen LaFrance, email@example.com.