Aquarium Conservation Partnership
Membership and Administrative Coordinator Job Description
Description
The Aquarium Conservation Partnership (ACP) is a coalition of AZA-accredited aquariums working together to increase our conservation impact. We safeguard ocean and freshwater ecosystems by aligning and supporting the conservation efforts of aquariums across the United States for greater collective and individual impact. Our members do this by advocating for policy change to advance federal and state conservation policies, inspire and mobilize our audiences to take action, and demonstrate our commitment to conservation by adopting sustainable business practices.
ACP is a fiscally-sponsored, fully-remote project of the Monterey Bay Aquarium Foundation. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission. We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply.
Job Summary
This position will coordinate ACP membership, provide administrative support to the ACP Executive Director and team, and coordinate special projects. This position is ideal for candidates who are passionate about ocean and freshwater conservation and willing to be part of a fast paced, dynamic team.
Administrative tasks include, but are not limited to: supporting meetings, tracking projects, budget and accounting, grant management, organizing materials, and supporting travel and event planning logistics. We are a small organization and the Membership and Administrative Coordinator will be expected to support a wide variety of tasks and issue areas beyond their primary responsibilities. Based on experience, this position will have a strong professional development component.
Core Activities
ACP Membership Coordination, Outreach, and Communications (25%)
- Ensure that data on our members is accurate and up to date.
- Monitor and report on key metrics related to membership and generate reports to inform member engagement strategy.
- Develop and maintain office/electronic files and systems associated with membership including listservs.
- Prepare and track membership communications.
- Serve as the general point of contact for members.
Finances and Accounting (25%)
- Develop and lead the ACP’s budgeting and contracting process including working with our fiscal sponsor Finance and Accounting departments.
- Execute ACP accounting activities. Create and process contracts and purchase orders; conduct purchasing and manage invoicing; track expenses and produce monthly reports.
- Support fundraising efforts including proposal drafting, grant deliverables, invoices, cost sharing, etc. working with our fiscal sponsor Development and Finance and Accounting departments.
Administrative Assistance (50%)
- Provide support to the Executive Director and Director of Conservation Action, including meeting scheduling, travel booking, and event coordination.
- Update and track ACP project calendar and project management system (Asana).
- Draft meeting notes, including key follow up and/or action items, for member and team meetings.
- Use web tools including Calendly, Doodle Poll, Zoom, and shared Google calendars to schedule, organize, and support meetings.
- Maintain project documentation and organization (e.g., document storage, distribution, etc.).
- Assist with the regular maintenance of an internal ACP staff and member shared files and databases.
- Lead planning/organizing for in-person and online events, including providing logistical support for making travel arrangements.
- Attend regular staff meetings and team retreats.
- Provide input and feedback on work products, staff development, and office procedures.
- Execute other general administrative responsibilities as assigned.
Preferred Knowledge, Skills & Abilities (KSAs)
- 2-5 years of experience in providing administrative and programmatic support.
- Minimum 3 years’ experience in accounting and creating and tracking budgets.
- Exceptional interpersonal, service, and communication skills with ability to work independently and remotely.
- Detail oriented with strong organizational, written and logistical skills.
- Strong computer skills; proficiency with MS Office (MS Outlook, Word, Excel and PowerPoint), Adobe Acrobat, DocuSign, Zoom meetings and Google Drive.
- Ability to quickly learn the entire suite of Monterey Bay Aquarium workforce management, accounting, and other software programs.
- Must demonstrate racial and cultural awareness and a commitment to justice, equity and inclusion.
- Flexibility in working style, marked by an ability to work closely with a wide range of personality and organization types and teams.
- Strong team player with the ability to respond rapidly and appropriately to changing priorities, objectives, and situations.
- Interest in environmental or conservation issues.
- Experience with aquariums or a similarly complex environment is a plus.
Annual Compensation Range
$60,000 - $65,000. Starting rate will vary based on previous experience and relevant skills/knowledge set. This is a full-time, benefitted, exempt one-year term position with possibility of extension.
To Apply:
Interested individuals should send a resume (no more than 3 pages), three references, and whatever you feel will give us more information about who you are and why you are interested in this position. This can be in the form of a cover letter, presentation, relevant articles or features, video, etc.
Please send to Kim McIntyre, Executive Director, kmcintyre@mbayaq.org with the subject line “[Last Name] Application for Membership and Administrative Coordinator” by November 1, 2024. After initial application review, we will reach out to selected candidates for a video or phone interview. We plan to make a hiring decision mid November, with a preferred start date in late November/early December.
