Senior Program Administration Officer

Position Background:

The Chesapeake Bay Trust, a non-profit grantmaking organization, seeks a Senior Program Administration Officer for our Annapolis, MD, location to play a key role in administration of the grantmaking database and operations for all grantmaking programs. This position performs a wide variety of tasks both strategic and tactical and has some individual task responsibilities in addition to having supervisory duties. This role reports to the Administration Manager and has three reports. This is a hybrid position that requires at least one day per week in the office, and the others may be remote.

This person will be a key member of a high-energy, collaborative team of 40+ professionals who work diligently to advance the Trust’s mission and daily consider the Trust’s core values of grantee focus, accountability and transparency, inclusiveness, collaboration, and innovation. This is a full-time, salaried position (40 hours per week), recently established to support the organization’s growth and implementation of a new grant management system.

The Trust has historically used Blackbaud Grantmaking and has recently selected a new system called SmartSimple that will be implemented over the course of the next year. The Sr. Program Administration Officer will be leading the charge on this effort for the foreseeable future, along with some other operational duties.This will include project management, data cleanup coordination, data mapping from old to new system, configuration of the new system, workflow optimization, integration with other systems change management, testing and user training. This is an opportunity for the right candidate to transform the way the Trust manages its incoming and outgoing grants and enable the program team to focus more on programmatic efforts rather than administration activities.

Established in 1985, the Chesapeake Bay Trust uses grantmaking as a method to promote community-based participation in the restoration and protection of the natural resources of Maryland and the Chesapeake Bay region. In the past fifteen years, the Trust has doubled its grant-making five times through new revenue from a wide range of partners, with current annual grant-making of approximately $25 million. The Trust currently allocates these grant funds through 350-400 awards per year to entities who apply through open, competitive calls for proposals as well as programs such as the Chesapeake Conservation Corps.

The Senior Program Administration Officer will play a pivotal role in driving the Trust's mission forward through the following responsibilities:

SmartSimple Implementation, Optimization and Maintenance – 50%

• Lead the charge on the implementation of the new SmartSimple grantmaking database including (but not limited to) project management, data cleanup coordination, data mapping from old to new system, configuration of the new system, workflow optimization, integration with other systems, change management, testing and user training.
• Maintain database structure of (legacy and/or new) grantmaking system including configuration, data integrity, enhancements and troubleshooting.
• Partner with program staff to identify, clarify and implement new workflows or functionality to improve the effectiveness and usability of SmartSimple
• Coordinate testing and related documentation for system changes and support troubleshooting efforts when issues arise
• Design appropriate training modules and documentation to support the various levels of users in the new system, including system administrators.
• Lead internal training sessions for staff including one-on-one and group sessions
• Create and maintain custom reports and dashboards based on the needs of the functions and teams within the Trust
• Maintain procedure documentation for SmartSimple usage and administration/configuration
• Ensure staff coverage by cross training others on key aspects of database management (this may include outsourced IT support)

Other Technology Systems – 15%

• Adaptively manage existing systems by constantly examining how we use our systems and identifying any process improvements that can lead to increased effectiveness and efficiency.
• Assist with strategy for how all Trust departments use their main business systems including grantmaking software, finance/accounting software, donor management software, and the integration of the three.
• Assist with strategy for secondary business systems, including task management, e-communications tools, and a variety of Microsoft O365 products including Lists and Planner.

Program Administration – 15%

• Maintain and facilitate updates for programmatic policies and procedures documents in coordination with the program and compliance teams
• Collaborate with the program team and others to develop guides, tools, webinars, and resources that make the processes as straightforward and accessible as possible for prospective and current grantees
• Automate and streamline programmatic administrative processes where possible.
• Provide audit support for Uniform Guidance review of grantmaking system and processes.
• Support data reconciliation between grantmaking and financial systems as needed.

Training – 5%

• Develop and maintain a program administration training program to included needed refresher courses, office hours, change management, etc.
• Orient and refresh staff on the overarching grant management policies and procedures, support troubleshooting or clarification decision-making where needed.
• Train new staff (both Programmatic and Non-Programmatic) in the use of grantmaking system.
• Provide ongoing support and training to existing staff on updates to processes and features of grant-making system.

Oversight of Staff – 15%

• Guide and provide support to team members with tasks associated with system management, procedure support, and program administration.
• Position has three direct reports that also have some dotted line responsibilities to other work managers

Qualifications and Skills:

• Bachelor’s degree in related field reflecting core technology and project management, analysis/evaluation and writing competencies
• At least 3 years of experience in relevant process-oriented roles requiring strong organization, project management and detail orientation such as roles in operations, grants administration or database/system management
• Experience with implementation of new systems and system/data migrations
• Experience supporting users to design, document and refine workflows and processes
• Excellent communication skills, with the ability to translate technical information to non-technical audiences
• Experience creating training documentation, guides or tools to assist teams with adopting new processes and technologies
• Experience managing a small team including work oversight, performance feedback, mentorship and development
• Self-starting and proactive, collaborative and willing to contribute where needed in a team environment
• Work independently and set priorities; act effectively and efficiently under pressure; display strong problem-solving skills.
• SmartSimple Cloud Certified System Administrator (SCCSA) or SmartSimple Cloud Certified Configuration Specialist (SCCCS) preferred but not required

Salary and Benefits: $75,000-$90,000 with an excellent benefits package and opportunities for related professional development.

Benefits include:

• • Health Insurance with choice of medical plan and prescription, dental, vision, and life and disability insurance options, along with flexible spending accounts;
  • 401K retirement savings program with match;
  • Starting at 10 accrued vacation days, 7 accrued sick days, and 4 personal days annually;
  • Compensatory time available for overtime hours worked
  • Ten paid holidays per year; and
  • Individual Professional Development fund.

A successful candidate with less experience in some of the responsibilities listed above will be offered a starting salary at the lower end of this range. A successful candidate with more experience in the responsibilities listed above will be considered at a higher starting salary.

Application Instructions and Deadline:

The position will remain open until filled, but for best consideration apply by June 27, 2025. Please submit your resume and cover letter using this link: https://cbaytrust.bamboohr.com/careers/64?source=aWQ9MjI%3D. Your cover letter is the most important piece of your application. In your cover letter, please address your ability, based on your skills and experience, to accomplish the specific duties of the position as outlined above. Please do not simply list your previous experience. Your cover letter should describe what makes you a strong match specifically for this position, and why this position is a match for you.

The Chesapeake Bay Trust provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, or disability in accordance with applicable federal, state and local laws. Applicants must be currently authorized to work in the United States on a full-time basis and have or are able to relocate to an address in Maryland, Virginia, West Virginia, Delaware, Pennsylvania, or DC. The Trust does not participate in programs that require sponsorship for work visas.