Job Openings at Coastal States Organization


 

Grants Administrator 

Coastal States Organization (CSO) seeks a full-time Grants Administrator to work with Coastal States Stewardship Foundation. The Coastal States Organization (CSO) is, a small, 501(c)4 nonprofit, non-partisan organization founded in 1970 that represents the nation’s 35 coastal States and Territories on legislative, regulatory, and policy matters related to coastal and ocean resources. Coastal States Stewardship Foundation (CSSF) is a 501(c)(3) nonprofit dedicated to supporting the nation’s ocean and coastal resources in partnership with CSO. CSSF serves as the fiscal sponsor for three Regional Ocean Partnerships (ROPs) and contracts its staffing needs from CSO.

Position: Grants Administrator for CSSF

Reports to: CSSF Managing Director

Location: Remote; anywhere in the USA. (CSO’s office is in Washington, DC).

POSITION RESPONSIBILITIES:

The primary role of the CSSF Grants Administrator is to perform tasks related to the grants, contracts, and cooperative agreements that CSSF manages, including record keeping, budget tracking, invoice payment, and meeting all reporting requirements. The Grants Administrator will work closely with independent contractors working for the ROPs to ensure contracts and contract amendments are generated in a timely manner, invoices are generated and paid, and grant/contract reporting is submitted on time.

Responsibilities:

  • Generate contracts, amendments, and invoices.
  • Review and process contractor payment requests, amendment requests, and financial reports. These tasks include but are not limited to the analysis of expenditure reporting; reviewing invoicing documentation; tracking budget discrepancies; reviewing scope, schedule, budget and match amendment requests and coordinating the review process within CSSF.
  • Prepare detailed monthly reports on contract and budget portfolio for each ROP.
  • Respond to inquiries from ROPs on budgeting and invoicing.
  • Review contractual requirements, and communicate needs and expectations to ROPs, to ensure requirements are being met.
  • Manage a workflow of 50+ contracts and/or grants in a fast-paced environment.
  • Other duties as assigned.

Qualifications: The ideal candidate is a self-motivated individual who has 2-4 years of relevant experience working with budgets, contracts, invoices, and payments.  He/she must be familiar with principles and practices of basic accounting. This person must be able to work well alone and as part of a team.

Specific Qualifications:

  • Bachelor’s degree required;
  • At least 2 years of relevant experience, including work with contracts, invoicing, and online banking and payments;
  • Ability to respond quickly and accurately to requests for information.
  • Ability to organize and prioritize work.
  • Strong attention to detail.
  • Excellent analytical, communication, interpersonal, and follow-through skills.
  • Some customer service experience preferred.
  • Proficiency MS Office Suite (including Outlook and Excel) and experience with QuickBooks along with a background in finance, accounting, and/or development.
  • Experience with Grants.gov, federal Invoice Processing Platform (IPP), and the federal Automated Standard Application for Payments or a willingness to learn.

Salary: $50,000-60,000, based on experience. Excellent benefits package includes 401(k), health, dental care, and long-term disability. This is an at-will position.

The Coastal States Organization is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to age, color, race, national origin, gender, disability, religion, sexual orientation, marital status, disability, or other characteristic protected by law.

TO APPLY: Please submit 1-page cover letter and resume with “CSSF Grants Administrator” in the subject line to: jobs@coastalstates.org.  The deadline is June 15, but applications will be considered on a rolling basis so position may be filled sooner. Please apply early!

 

Managing Director 

Coastal States Organization (CSO) seeks a full-time Managing Director to work with Coastal States Stewardship Foundation. The Coastal States Organization (CSO) is, a small, 501(c)4 nonprofit, non-partisan organization founded in 1970 that represents the nation’s 35 coastal States and Territories on legislative, regulatory, and policy matters related to coastal and ocean resources. Coastal States Stewardship Foundation (CSSF) is a 501(c)3 nonprofit dedicated to supporting the nation’s ocean and coastal resources in partnership with CSO. CSSF serves as the fiscal sponsor for three Regional Ocean Partnerships (ROPs) and contracts its staffing needs from CSO.

Position: Managing Director for CSSF

Reports to: CSO Executive Director

Location: Remote; anywhere in the USA. (CSO’s office is in Washington, DC).

POSITION RESPONSIBILITIES:

The CSSF Managing Director is the senior staffer working for CSSF, with oversight and approval authority for all budgeting, contracting, legal, managerial, and administrative actions of CSSF (and consequently the ROPs financially sponsored by CSSF).

The CSSF Managing Director will work in close coordination with the CSO Executive Director and the CSO Operations Director to coordinate with NOAA, other federal and state agencies, and private funders of CSSF and the ROPs to ensure compliance with existing funding requirements. He/she will develop and update budgeting and contracting systems that can be integrated across all of CSSF’s programs that streamline accountability and reporting, and can be scaled up to meet needs of an increasing budget. The CSSF Managing Director will also work closely with ROP contractors and the (yet to be hired) CSSF Grants Administrator to ensure invoices are submitted and paid on time, contracts protect the needs of CSSF and ROPs, and reporting is thorough and on-time.

Responsibilities:

  • Manage CSSF Budget (~$4-7 million/annually);
  • Manage all CSSF grants and income contracts;
    • Keep accurate records of grant and contractual balances, CSSF budget, and expenditures;
    • Ensure that all grant agreements and MOUs are up to date and that CSSF adheres to all the requirements in a timely manner;
    • Keep track of grant reporting deadlines and approve and submit all required documents.
  • Review, approve and submit all grant and contract funding proposals developed by the ROPs.
  • Develop, negotiate and/or review all CSSF contracts, including:
    • Contracts CSSF holds with federal, state, and private funders;
    • Contracts the ROPs develop for work to be done by independent contractors, universities, private firms, and others;
    • Memorandums of understanding (MOUs) CSSF holds for the ROPs with NGO or government partners.
  • Plan and attend meetings of the CSSF Board of Directors, and provide other support for CSSF Board of Directors as determined by the CSO Executive Director;
  • Apply for and maintain organizations’ Negotiated Indirect Cost Rate Agreements (NICRAs)
  • Supervise the CSSF Grants Administrator

Qualifications: The ideal candidate is a self-motivated individual who has at least 5 years of relevant experience managing and reporting on federal and private grants in a not-for-profit organization. The candidate should have at least 2 years of experience with contract negotiation, and ideally has a law degree or some background in contractual law. The candidate must be familiar with principles and practices of basic accounting. This person must be able to work well alone and as part of a team.

Specific Qualifications:

  • Bachelor’s Degree Required; Law Degree preferred.
  • 5+ years of not-for-profit management experience.
  • Experience and interest in coastal and/or ocean policy, science, and management.
  • Good writing, analytical, and problem‐solving skills.
  • Knowledge of principles and practices of organization, planning, basic accounting, records management, contract negotiation, and general administration.
  • Proficiency in QuickBooks and MS Office Suite (including Outlook and Excel) and a background in finance, accounting, and/or development.
  • Facility with Grants.gov, federal Invoice Processing Platform (IPP), and the federal Automated Standard Application for Payments or a willingness to learn.
  • Highly organized with an excellent attention to detail.
  • Strong administrative skills and self-motivated with the ability to set priorities and manage multiple tasks under minimal supervision in an effective and efficient manner.
  • A demeanor that will fit into an organization that aspires to creating a positive and friendly atmosphere, and an interest in and knowledge about coastal and ocean resources is preferred.

Salary: $80,000-110,000, based on experience. Excellent benefits package includes 401(k), health, dental care, and long-term disability. This is an at-will position.

The Coastal States Organization is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to age, color, race, national origin, gender, disability, religion, sexual orientation, marital status, disability, or other characteristic protected by law.

TO APPLY: Please submit 1-page cover letter and resume with “CSSF Managing Director” in the subject line to: jobs@coastalstates.org.  The deadline is June 15, but applications will be considered on a rolling basis so position may be filled sooner. Please apply early!