Nonprofit Finance and Operations Manager
Organization: Coastal Quest
Position Type: Full-time
Location: Headquarters in Oakland, CA
Organization Description:
Coastal Quest is a 501(c)3 nonprofit working collaboratively with communities to build a more resilient coast by increasing inclusive, science-based planning, governance, financing, and project implementation for a just, prosperous, and sustainable future. Coastal Quest works around the world, from white water to blue water, on lakes and shorelines, and at the land-water connection. We provide project management, science and technical expertise, connect partners with financial and human resources, contract management, grantmaking, and facilitation of public-private partnerships. We are purposefully nimble, designed to solve multifaceted and complex coastal issues. We are here to achieve resilience goals, reduce threats, and implement solutions.
Essential Functions:
The Coastal Quest team seeks a Finance and Operations Manager to lead on finance, budgeting, invoicing, and billing for private and governmental grants, and at an organizational level. The Finance and Operations Manager will also work closely on fundraising related responsibilities, including reporting from Salesforce and managing grants in the database. The ideal candidate has a strong background in finance, especially budgeting, along with a background in managing complex government grants and contracts, at the state and federal level, as well as experience with private funders and private-public foundations such as NFWF. In addition, the ideal candidate will be willing and able to assist on general organizational support matters such as office admin, events, and correspondence. 40% of the Manager’s time will be spent on general finance, 40% on grants administration, and 20% on fundraising support and general organizational support.
The Manager will report to the Director of Finance and Grants Administration. The ideal candidate will have experience in grants, finance, and administration and be excited to join a growing and entrepreneurial team.
Key finance functions:
- Assist in the preparation of the bi-weekly payroll and payroll grant allocation.
- Support annual budgeting for Coastal Quest and our fiscally sponsored programs.
- Communicate new grants to accounting team with internal grant name and number.
- Coordinate with accounting vendor on general invoicing and bill management, including scanning, coding, and submitting documentation.
- Generate reports from QuickBooks on request and partner with project managers and accounting vendor on reconciling grant financials.
- Support project leads in preparing grant invoices.
Key grant and fundraising functions:
- Ensure that grant agreements are correctly executed and recorded (grants received and grants Coastal Quest administers).
- Calendar deadlines for grants and coordinating with project leads to submit reports and proposals complete and on time.
- Budgeting, including for state and federal grants.
- Support fiscally sponsored organizations in preparing and submitting reports and proposals.
- Submit grant invoices.
- Work with accounting partner to ensure accurate submission of grant expenditures and provide corrections and clarifications.
- Record donations and grants in Salesforce.
- Assign grant names and numbers and communicate to all staff and accounting vendor, ensure that proper nomenclature is carried throughout our databases and tracking systems.
- Generate Salesforce reports.
- Create and mail thank you letters.
Key Operations functions:
- Receive and post mail.
- Coordination with IT.
- Ordering and maintaining supplies.
- Support for Director of Finance and Grant Administration and Executive Director as needed.
- Coordinate with and support information needs for external vendors for HR, benefits, and accounting.
Primary Responsibilities:
- Budgeting for organization, fiscally sponsored projects and grants.
- Accurate budget tracking and reconciliations as need working with accounting team.
- Support all aspects of grants and contract management for Coastal Quest and fiscally sponsored projects, working collaboratively with project managers.
- Track and manage public and private grants, contracts, and budgets for Coastal Quest and fiscally sponsored projects.
- Manage Coastal Quest’s invoicing and bill pay process by submitting and coding accounts payable in a timely and organized fashion to third party finance partner.
- Work collaboratively with the Director of Finance and Grants Administration on administration and financial reporting to the Board of Directors.
- Applies forward-thinking operation initiatives to improve non-profit abilities for effectiveness and efficiency.
- Perform general office activities, HR, and project support on a variety of programs.
- Support multiple projects with the ability to work independently, set deadlines, and ensuring personal accountability.
Qualifications:
- Strong finance and grants administration background.
- Experience with contractual and financial management of state and federal government grant-makers is preferred.
- Attention to detail and strong organizational skills – for yourself and to support the teams you work with – with ability to prioritize heavy workloads.
- Experience managing sensitive and proprietary information with discretion and confidentiality
- High level of professionalism and ability to be flexible in a growing organization.
- Excellent oral and written communication skills.
- Proven history and desire to work largely independently and showing great initiative, creating policies and processes from scratch.
Knowledge and Experience:
- Bachelor’s Degree in Finance, Accounting, Business Administration, Human Resources, or related field.
- 5+ years’ related professional experience or equivalent combination.
- Non-profit accounting experience preferred.
- Applicable experience with grants and contract management.
- Experience using CRM systems, especially Salesforce.
- Experience using accounting and financial reporting systems.
- Experience with government regulations related to grants and contracts.
- Experience, coursework or other training with U.S. Federal Uniform Guidance, state and local regulations, and standard contract clauses.
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
- Experience working with fiscally sponsored projects a plus.
- Application Instructions: Please submit your application by emailing the following to info@coastal-test.hyperarts.com:1 page cover letter
- Resume
- 3 references
Please write your subject line as “Application for Finance and Operations Manager”
Salary: $75,000-$95,000 depending on qualifications and experience
Benefits: Competitive package, including health, eye, dental, 401k, paid time off, holidays and sick leave
Closing Date: Open until filled
Location: Headquarters in Oakland, CA. Minimum 3-4 days/week in-person office hours expected
Coastal Quest is fully committed to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by state or local law. We are dedicated to providing a work environment free from discrimination and harassment and where employees are treated with respect and dignity.
Project Manager
Organization: Coastal Quest
Position Type: Full-time
Location: Headquarters in Oakland, CA
Organization Description:
Coastal Quest is a 501(c)3 nonprofit working collaboratively with communities to build a more resilient coast by increasing inclusive, science-based planning, governance, financing, and project implementation for a just, prosperous, and sustainable future. Coastal Quest works around the world, from white water to blue water, on lakes and shorelines, and at the land-water connection. We provide project management, science and technical expertise, connect partners with financial and human resources, contract management, grantmaking, and facilitation of public-private partnerships. We are purposefully nimble, designed to solve multifaceted and complex coastal issues. We are here to achieve resilience goals, reduce threats, and implement solutions.
Essential Functions:
The Project Manager will provide support and leadership for Coastal Quest’s work in our four program areas – Resilient Coastal Governments and Communities, Resilient Protected Areas and Parks, Clean Coastal Water, and Protecting and Restoring Coastal Ecosystems. The Manager will support, lead, and deliver on work – in coordination with the Coastal Quest team and partners – to strengthen capacity and enhance coastal management for people and nature. The Manager will support the Organization as we grow and build innovative programs that tell compelling stories and enhance our impact in the coastal and climate space. This role involves implementing existing projects and working with the Coastal Quest team and partners to grow additional programmatic areas. The role involves being an on-the-ground representative for Coastal Quest. The Manager will work on a wide range of projects and programs for the organization and will need excellent time management skills and the ability to manage multiple workstreams simultaneously. Although this position works on cross-cutting coastal issues, expertise in sea level rise adaptation, water quality, restoration, blue carbon, and/or environmental economics and policy is appreciated. At least 60% time will be supporting grant writing for Coastal Quest and partners.
Primary Responsibilities:
- Support the development and implementation of the Coastal Quest’s four cross-cutting program areas (listed above) and implement projects independently, with the Coastal Quest team, and partners.
- Grant, proposal, report writing and support, as well as editing and review of similar documents for Coastal Quest.
- Provide fundraising, program, and administrative technical assistance for wide range of partners and fiscally sponsored projects.
- Support developing virtual and in-person conferences and workshops from start to finish, including marketing material, contact management and outreach, conference logistics, virtual and in-person support.
- Work with partners to collaboratively design, assess, and test solutions for coastal resilience and sustainability for people, nature, and climate, including budgeting, contract management, project management, research and monitoring, data and technical needs.
- Experience partnering and supporting equitable coastal multi-benefit solutions, and specifically working with community-based organizations, government agencies and Tribal nations.
- Support multiple projects with the ability to work independently, set deadlines, and ensuring personal accountability.
Qualifications:
- Possession of an analytical, strategic, and creative approach to problem solving.
- Ability to produce products in a timely fashion through collaborative processes.
- Strong partnership building skills.
- Excellent written and oral communication skills and a working knowledge of all Microsoft Office programs, including Word, PowerPoint, and basic statistical functions in Excel.
- Strong project management experience, including managing budgets and contracts and federal and/or state grant agreements.
- Proven track record of writing winning grant proposals and delivering programs.
- Acts independently on assigned tasks and exercises independent judgements based on analysis, experience.
- The ability to be a self-starter who assumes hands-on responsibility, balances competing priorities and deadlines, and demonstrates sound judgment and good problem-solving skills.
- Experience working with a diverse and inclusive audiences.
- Strong, personal commitment to realizing the mission of Coastal Quest.
Knowledge and Experience:
- Minimum of a bachelor’s degree with a multidisciplinary background (social science, biology, ecology, environmental economics and business, environmental law, policy, etc.).
- 5+ years professional experience working in relevant field.
- Knowledge of, and experience working with, state and/or federal agencies and environmental regulations a plus.
- Experience in managing complex or multiple projects and timelines, including staffing, workloads, contracts, budgets, and finances under deadlines.
- Preferred experience with running and facilitating meetings.
- Experience researching, critically analyzing, and evaluating information from divergent sources and compiling it into cohesive reports and recommendations for strategy and action.
- Experience in partnership development with Tribal nations, business, nonprofit partners, community groups, and/or government agencies.
- Demonstrated experience writing winning proposals and reporting on impact.
- Critical analytical thinking experience, including quantitative and analytical skills, problem solving, and adaptability.
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
Application Instructions: Please submit the following in 1 pdf to info@coastal-test.hyperarts.com:
- 1 page cover letter and resume
- 1 writing sample
- 3 references
Salary: $75,000-$95,000 depending on qualifications and experience
Benefits: Competitive package, including health, eye, dental, 401k, paid time off, holidays and sick leave
Closing Date: Open until filled and start reviewing resumes August 22nd, 2023
Location: Headquarters in Oakland, CA, with hybrid remote work option
Coastal Quest is fully committed to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by state or local law. We are dedicated to providing a work environment free from discrimination and harassment and where employees are treated with respect and dignity.