Conservation Science Operations Manager

NatureServe is a non-profit conservation organization whose mission is to provide the scientific basis for effective conservation action. NatureServe and its network of natural heritage programs are the leading source for information about rare and endangered species and threatened ecosystems.

Position Overview:

The Conservation Science Operations Manager is responsible for supporting the operations of NatureServe's vibrant, ~40 person Conservation Science Division. The position has extensive latitude for initiative in supporting project management, communications, development, budgeting, and financial management systems. In effect, the position serves as a bridge between NatureServe's Conservation Science Division - who are highly decentralized with staff in Arlington VA, Boston MA, Boulder CO, Durham NC, Minneapolis MN, San Jose Costa Rica, and Santiago Chile, among other places - and the organization's Operations team in the Arlington VA headquarters. Budget and financial management skills and diligence are important qualifications for the job, a passion for nature conservation equally so.

Responsibilities:

Project management:

• Tracking Science budgets to prevent cost overruns and monitor progress.
• Prepare and balance discretionary centers for the Conservation Science Division.
• Monitor budget variance to help ensure that it does not diverge by >5% of total value across the division.
• Maintain communication with division Project Managers.
• Help project managers with government contract/grants as needed, including submission, budget development, signing, determining deliverables, monitoring spending, and facilitating billing.
• Support project completion in a timely fashion and help ensure that the project managers have the tools (i.e. signed contracts, appropriate staffing, office space, etc.) they need to complete projects.

Communications:

• Keep Science staff and Regional staff up-to-date concerning Operations changes.
• Request agenda items for, set up, take minutes of, and participate in regular meetings with the science leadership team to provide updates, news, and resolve divisional issues.
• Provide updates to the project managers on operations, accounting, and other issues.
• Provide training and ongoing support to Science Division staff in organizational accounting software when necessary.
• Represent Science Division in Executive Team if necessary.
• Provide organizational support to Science Advisory Panel, as necessary (e.g., support in convening meetings and conference calls).
• Liaison with Operations Division
• Support the recruitment process for new Science Division Hires.
• Be involved in development of Science Division policies and strategic direction.

Proposal development support:

• Support Science staff in developing/researching new funding mechanisms.
• Add commonly needed proposal materials on the Project Management SharePoint site.
• Assist staff in preparing and submitting paperwork, especially budgets, for new grants and agreements.

Budgeting and forecasting:

• Ensure that 90% of all Science proposals are based on the NatureServe budget template.
• Support Conservation Science staff to create annual budget and revisions for the division; also facilitate development of departmental budgets.
• Work with Operations to create periodic project- expense forecast and help project managers to manage forecast
• Have decision-making authority related to budget development and other operation matters
• Undertake financial planning for the Conservation Science Division including various financial analyses to support organization-wide business planning.

Support financial management systems:

• Assisting in troubling shooting issues with the integration between Unanet and Microsoft Dynamics SL.
• Continuing to adapt policies and procedures to the new systems where necessary.

Qualifications:

Required experience and qualifications:

• Bachelor's Degree in accounting, finance, management, or related field and 5 years of relevant work experience, or Master's Degree and 2 years of relevant experience.
• Demonstrated skills in project management including, proposal and budget preparation, negotiating terms, workload allocation and financial monitoring.
• Experience with U.S. federal government contract rules and regulations, particularly OMB Circulars A-110 and A-122.
• Record of setting and meeting productive work goals and deadlines, and ability to complete projects requiring exacting attention to detail.
• Ability to work under a variety of situations, including a) independently and b) cooperatively in tightly- and loosely-integrated teams. Ability to maintain cooperation from individuals over whom you have no management authority.
• Ability to communicate well in person and in writing to a wide variety of cooperators and partners, including Natural Heritage Programs, The Nature Conservancy, U.S. federal agencies, academic researchers and other non-profit organizations.
• Ability to conduct training sessions on operations-related topics.

Preferred skills:

• HR experience including recruiting and compensation practices. Experience with facilities management and working effectively with decentralized staff.
• Working knowledge of general accounting and budgeting procedures
• 3 years experience in non-profit operations, including financial management.
• Proficient in Microsoft Office suite
• Demonstrated knowledge of Project Forecasting

Essential physical requirements:

• Ability to travel independently within NatureServe and the conservation community to attend meetings with partners and the public.
• Ability to converse verbally and in writing with others regarding organizational goals and needs.
• Ability to use organizational technology and multi-phone systems.
• Ability to lift a minimum of 10lbs.