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3 Excellent Opportunities
- Director of Operations ** Full-time**
- Special Projects Internship ** Spring/Summer**
- Events & Fundraising Internship ** Summer/Fall*
Job Announcement - Director of Operations
The Agricultural Stewardship Association (ASA) is hiring a full-time Director of Operations to fill a key role in the organization and join our dedicated team. This is a newly created leadership position that will provide the necessary internal support for staff. The primary responsibilities include managing the financial resources of the organization using generally accepted accounting principles and ASA’s system of internal controls; serving as the human resources manager; overseeing the daily operations of the office; and providing strategic financial and organizational support to the Executive Director. The Director of Operations will focus on strengthening internal systems to optimize productivity and minimize organizational risk. Ideal candidates will have extensive experience with financial management oversight and be highly proficient with QuickBooks. ASA is committed to a diverse, equitable, and inclusive workplace and encourages people from all backgrounds to apply.
Description - Director of Operations
Position Title: Director of Operations
Position Status: Full-time/Salaried/Exempt, 40 hours per week
Location: Greenwich, NY; periodic remote work possible
Reports to: Executive Director
The Agricultural Stewardship Association (ASA) is a community-supported, nonprofit conservation organization that endeavors to protect our community’s working farms and forests, connect people to the land, and promote a vibrant future for agriculture and forestry in our region. Since its inception in 1990, ASA has assisted with the protection of 157 properties totaling 27,500 acres in Washington and Rensselaer counties. ASA also engages in various outreach and educational programming to foster an appreciation for working landscapes and promote farm viability. The organization is governed by a board of directors and currently has 7 dedicated staff members.
General Position Summary:
The Director of Operations is a full-time position responsible for advancing ASA’s administrative operations, fiscal responsibility, and human resources management. The position also provides essential support for the day-to-day operations of the organization. This is a newly created leadership position providing key internal support to run an effective and efficient growing organization, so it can accomplish its goals and objectives, while minimizing the time spent by the Executive Director on administrative duties.
• In coordination with the Executive Director, lead the annual budget process.
• Ensure annual operations align with approved budgets and assist with financial compliance and tracking actual performance versus budget during the year. Ensure that financial data and cash flow are steady and support operational requirements.
• Prepare program and grant budgets, as needed, and provide periodic budget updates to applicable staff on grants and programs being implemented.
• Together with the bookkeeper, oversee the processing of all accounts payable and accounts receivable and track all income.
• Code invoices for the bookkeeper and review detailed monthly Profit and Loss statements with Executive Director for accuracy.
• Oversee and facilitate the annual audit process to ensure a timely and clean audit; serve as the liaison for external auditors and the Audit Committee; keep abreast of the latest accounting principles and practices; provide documentation for IRS Form 990 tax filing.
• Keep the financial procedures manual up to date and ensure sound operational fiscal measures are in place and being adhered to by staff, board and the bookkeeper.
• Oversee financial information processing; ensures proper handling of donations and grants in coordination with bookkeeper and Executive Director. Ensure that tracking and monitoring of grant submissions, awards and reports occurs. Work with staff in grant processing and payment requests.
• Prepare accurate and timely financial and investment reports for the Executive Director, the Finance and Investment Committee, and the Board of Directors for board meetings and as requested.
• Serve as liaison for any financial advisors overseeing ASA investments.
• Maintain office-wide accounts, such as for purchasing and technology.
• Oversee use of office petty cash and organizations’ credit card protocols.
• Support and assist overall business development efforts of a growing organization.
• Work with the bookkeeper to reconcile bank accounts and fundraising record with accounting data and provide reports to the Executive Director (ED) each month.
• Together with the bookkeeper, maintain a highly organized filing system for invoices, payroll paperwork, reimbursements, insurance information and other financial records. Prepare financial records more than 3 years old to offsite archival storage facility.
Human Resources and Operation Management
• Serve as the human resources manager for the organization to ensure compliance with state and federal laws; update and maintain the Personnel Handbook, handle onboarding and offboarding of employees; administers employee benefits; review and approve staff timesheets and expense reports; coordinate annual performance review process for all staff with the appropriate supervisor and in coordination with the Executive Director.
• Oversee all aspects of appropriate, affordable insurance coverage for the organization.
• Supervises staff, as assigned, and conducts performance reviews to ensure employees are well-trained, high functioning and supported.
• Ensure the organization is complying with local, state and federal laws and regulations as it applies to ASA and nonprofit organizations.
• Assists organization in complying with Land Trust Standards and Practices; facilitates the Land Trust Accreditation renewal process for the organization.
• Serves as the primary point of contact for business-related vendors and office property.
• Work with consultant IT company to ensure IT systems are secure, compatible, integrated, and aligned with current and projected needs.
• Ensures adherence by staff to organizational policies and procedures.
• Maintain organizational and recordkeeping policies, draft new policies and procedures, as needed, and ensure policies and procedures are reviewed by staff and board on appropriate schedules.
• Works with the Executive Director to maintain and enhance a culture of appreciation both externally and internally. Support professional development plans for all employees.
• Ensure there is staff cross-training to maintain an effective workflow during employee absences.
• Oversee effective strategies to address risk management and planning, including drafting and updating applicable policies, procedures and protocols.
• Oversee Annual Fund Associate with office management responsibilities including maintaining inventory and oversee ordering of office supplies and organizational literature, and conducting research and tracking prices for supplies and equipment.
Executive Director and Board Assistance
• Serve as second in command for staff and in charge while ED is out of the area on overnight ASA functions or while on vacation or extended leave.
• Serve as the staff liaison for the Finance & Investment Committee; assist with other board committees, as assigned or requested. Assist with new board member orientation.
• Attend ASA board meetings and board committees, as assigned.
• Perform special projects, research and tasks and attend meetings on behalf of ED or organization, as assigned.
• Bachelor’s degree or a combination of education and work experience in business management, finance, accounting, human resources management, nonprofit management or similar field.
• Minimum 8 years experience in relevant office administration, finance, or human resources management role with at least 5 years of direct experience with supervising staff/office and at least 3 years of direct responsibility of financial oversight for an organization or company.
• Demonstrated skills, knowledge and experience of funding accounting.
• Highly proficient with Quickbooks (if applied to nonprofit management, a plus).
• Experienced with financial forecasting and cash flow monitoring.
• Proficient with Windows, Microsoft Office and Google Suites; demonstrated high aptitude with Excel.
• Practical knowledge of employment regulations as the state and federal level.
• Knowledge of donor management software, a plus.
• Strong mathematical, analytical, and communication skills (both verbally and in writing).
• Exceptionally organized and detail-oriented.
• Ability to work on multiple tasks with interruptions in an energetic environment. Work well under pressure.
• Record of integrity, discretion, and ethical decision-making.
• Be a self-starter and self-motivated; work well individually and as part of a team.
• Demonstrate professionalism and tact in communication with a diversity of individuals and maintain cooperative and effective working relations internally and externally.
• Demonstrate sensitivity to, and respect for, diversity, equity and inclusion.
• A sense of humor and easy going.
• Must be aligned with ASA’s mission and be committed to all forms of local agriculture that provides food on the table, protection of natural resources and affords dignified livelihoods to community members while addressing pressing problems of climate change, agricultural viability and food security.
Work Condition Requirements: Be at ASA’s office typically 9-5 Monday through Friday with ability to flex time and the occasional ability to work remotely. This position requires the ability to sit at a computer for long periods of time, high volume of keyboarding, bending and reaching to access file cabinets, and occasional lifting of items up to 30 pounds. Must be able to travel occasionally for conferences, meetings and site visits, and work occasional evenings and weekends for board related meetings, fundraisers, programs and workload needs.
Compensation and Benefits: $68k-$80k depending on experience and qualifications. Should a suitable director-level candidate not be identified, ASA may offer a candidate an Operations Manager position for $60K-$68K. ASA offers health, dental, vision and life insurance; Cafeteria plan for dependent care and health care reimbursements; retirement contributions; paid vacation, sick and holiday time.
How to Apply: Email resume and cover letter to email@example.com with “Director of Operations” in the subject line, or mail to Agricultural Stewardship Association, 2531 State Route 40, Greenwich, NY 12834. No phone calls, no walk-ins, no recruiters. The position is open until filled.
Additional Information: Candidates must be prepared to provide at least three professional references and undergo a background check.
ASA is an equal opportunity employer and is committed to enhancing diversity, equity and inclusion in our organization and in land conservation. People of color, women, LGBTQIA+ individuals, and people with disabilities are encouraged to apply.
Special Project Internship
ASA is pleased to offer one paid summer internship opportunity to provide assistance with projects focusing on land protection in Rensselaer and Washington counties. These projects may include assisting with the development and progress at the Cambridge Community Forest, completing stewardship tasks related to ASA’s conserved lands, and researching possible community conservation projects. The summer intern will be supervised by ASA’s Land Protection Team and spend the majority of his or her time working at ASA’s office with periodic site visits and fieldwork.
The Special Project Assistant intern position is designed for an undergraduate student to gain hands-on experience in coordinating, researching and implementing components to help further ASA’s conservation goals. The intern will also provide assistance at ASA programs and events as well as general office support in a fast-paced nonprofit environment. The position is ideal for a student interested in community conservation, forestry, planning, and land trusts. The Special Project Assistant intern will primarily work on the following: 1) assist the Land Protected Team with aspects related to a community forest and trail building; 2) assist with ASA programs and events, including the August 4th Forever Farmland Supper, in addition to research and coordination on community conservation work; 3) assist the Easement Steward with field checking conserved properties and other stewardship tasks; and 4) provide general support for the office and other staff, as time permits.
Examples of Possible Intern Tasks:
• Help with site improvements, including trail work, and bench installation, and posting trails and boundaries
• Work with volunteers and local experts to research the natural history of the Cambridge Community Forest and develop educational materials
• Provide fundraising assistance on the Cambridge Community Forest Campaign
• Accompany field staff on-site visits to farms
• Assist with preparation of ASA’s “Forever Farmland Supper” event
• Assist with research or coordination for kickstarting ASA’s strategic community engagement planning
• Must be enrolled in an undergraduate program (and must have completed at least one year by end of Spring 2022) or a graduate program;
• Understanding of, and enthusiastic interest in, the mission of ASA;
• Demonstrated strong organizational, research and project management skills;
• Ability to work independently and as part of a team;
• Excellent interpersonal, oral and written communication skills;
• Proficiency with Microsoft Office suite; GIS and GPS skills a plus;
• Ability to sit and work on a computer up to 8 hours a day; ability to walk and work in the woods on steep terrain for hours at a time;
• Valid driver’s license and reliable transport. Willingness to travel with mileage reimbursement included; and
• Knowledge of working forests, community conservation, land management, a plus
• Ability to work 4-5 days a week for 35-40 hours per week which may include an occasional evening or weekend, or as arranged in advance; and
• Ability to work between June and mid-August or as arranged in advance.
If you have any questions about ASA’s summer 2022 internship opportunity, and/or would like to apply for the internship, please submit a resume and cover letter to Laura Kipper, Project Manager, at firstname.lastname@example.org. Resumes and cover letters must be received by April 25th, 2022 by 11:55 pm for consideration. A select group of candidates will be interviewed starting in late April and early May either in person or by phone.
Summer/Fall Intern Opportunity
Events and Fundraising Internship
ASA is pleased to offer one paid summer/fall internship opportunity to assist with the delivery of the organization’s two major events and provide support for fundraising and community outreach programs.
ASA’s Forever Farmland Supper is the land trust’s annual dinner honoring the year’s conservation easement landowners and celebrating farmland conservation. Attended by ~350 people, the event offers a bountiful farm-to-table buffet. The outdoor venue is held under tents at a conserved farm. The Forever Farmland Supper includes a live auction and a paddle raise for a specific campaign or ASA program. This year’s supper will take place on Thursday, August 4 from 6:00 – 8:30 pm.
Landscapes for Landsake Art Exhibit & Sales has become one of the region’s largest art buying events and ASA’s largest fundraiser of the year. Participating artists (30-60) generously donate 50% of their proceeds to support ASA’s farmland conservation work. This past year was our most successful art sale and exhibition to date, selling art totaling $125,000.
The event takes place in person on Columbus Day weekend in a beautiful, historic barn in Cambridge. A website is also created for the show and is open for the month of October for online shopping. While the show is only open for a short time, it involves months of planning and organizing to successfully orchestrate the event. We collaborate with an experienced curator to help us select the artists and artwork, determine the art installation layout, help hang and display the pieces as well as greet guests and troubleshoot during the show. The intern will play a significant role in the construction of the website as well as the in-person event including marketing and working with the artists.
ASA’s community outreach programs are designed to get participants to make a connection with the land. This summer the intern will assist with summer outreach programs throughout the region and specifically at the Cambridge Community Forest. Programs will range from photography lessons, trail walks and farm visits. The intern will also guest host ASA’s social media pages.
The intern position is designed for an energetic, multi-tasking, undergraduate student who wants to gain hands-on experience in coordinating and implementing components of complex events and art shows, gain an understanding of the development/fundraising field and broaden their marketing and communications skills.
- Must be enrolled as an undergraduate, art or communications program a plus.
- Enthusiastic interest in event planning, visual arts, development work, and the region’s working agricultural landscapes.
- Demonstrated strong organizational and project management skills.
- Ability to work independently and as part of a team.
- Excellent interpersonal, oral and written communication skills.
- Proficiency with Microsoft Office suite, Canva or Adobe Creative Suite
- Experience with website construction (Shopify, Square Space etc.)
- Ability to sit and work on a computer for up to 8 hours a day; ability to climb ladders and lift panels and artwork weighing up to 30 pounds.
- Valid driver’s license and reliable transportation.
- Ability to work 6-8 hours per day, with the opportunity to extend the internship through October with flexible hours. The internship may include occasional evenings or weekends, or as arranged in advance; and
- Ability to work between June and August, or as arranged in advance.
- The schedule can be negotiated depending on availability.
To apply for the internship, please submit a resume and cover letter to Katie Jilek, Communications and Outreach Manager, at email@example.com. Resumes and cover letters must be received by April 25, 2022, by 11:55 pm for consideration. A select group of candidates will be interviewed either in person or by phone.