Contract & Financial Administration Specialist

• Contracts & Grants
  • Maintain organized records of contracts, grants, agreements, amendments, modifications, deliverables, deadlines, and funding requirements.
  • Research grant opportunities aligned with UCEPC services and organizational goals.
  • Assist the Manager with preparing contracts, agreements, grant applications, budgets, modifications, and required reports.
  • Monitor contract and grant requirements, ensuring deadlines, deliverables, and reporting requirements are communicated and met.
  • Maintain professional communication with contracting agencies, grantors, government agencies and funding partners.
  • Assist with editing and proofreading scientific and technical reports and publications as needed.
• Financial records
  • Manage accounts payable, accounts receivable, financial records, and tracking of income and expenditures.
  • Prepare the annual Budget for review by the Manager and presentation to the Administrative Board.
  • Prepare monthly financial reports and forecasts and present to the Administrative Board.
  • Coordinate with UCEPC’s CPA firm & assist with the annual audit.
• Office Administration
  • Human Resources and Personnel
    • Assist Manager and Administrative Board with employee benefits, health insurance, retirement accounts, and farm and vehicle insurance.
    • Serve as Benefits Administrator for UCEPC’s health insurance provider.
    • Assist with personnel matters, agriculture labor regulations, hiring, and coordination with the H2A contractor for seasonal nursery workers.
    • Support staff with HR questions, procedures, and travel arrangements.
  • Board Support
    • Coordinate quarterly Administrative Board meetings, including preparation, recording meeting minutes, records, and correspondence.
    • Maintain office procedures and support compliance with non-profit and Board requirements.
    • Assist with planning and conducting meetings, training, and events for the Board, staff, and public.
    • Present financial reports and provide information regarding the happenings quarter to quarter.
    • Maintain and edit employee handbook as needed.
  • Technology & Office Systems
    • Manage office technology, including computer systems, software, phones, internet, and related equipment.
    • Coordinate with IT contractors and provide staff technology support and training.
    • Coordinate equipment and supply purchases with the Manager and Administrative Board.
  • Communications and Public relations
    • Serve as a point of contact for the public, government agencies, private landowners, and other partners.
    • Manage general correspondence, including mail, emails, and phone calls.
    • Develop marketing materials and maintain UCEPC’s website and social media platforms.
    • Support public outreach through meetings, presentations, and other activities.
  • Work cooperatively and professionally with all UCEPC personnel to achieve the stated goals of UCEPC, conducting all activities in accordance with the Employee Handbook. Perform duties with fairness, respect, and collaboration toward coworkers, visitors, and partners; promptly communicate any issues or concerns to the Manager. Provide timely, non-discriminatory assistance and demonstrate sensitivity and understanding when working with diverse and targeted groups.
  • The employee is responsible for other duties as assigned by the UCEPC Manager and/or Administrative Board.

Supervisory Control

The position is under the general supervision of the UCEPC Manager, but will mentor and work alongside all other staff members. 

Preferred Requirements

• Minimum of 3 years’ experience with grant writing, contracts, or government funded programs.
• Experience with bookkeeping, budgeting, and financial reporting.
• Proficiency in QuickBooks, Microsoft Excel, and Microsoft 365.
• Familiarity with non-profit administration, Board support, human resources, or benefits administration.
• Strong organizational, written communication, and problem-solving skills, with the ability to manage multiple deadlines independently.
• Bachelor’s degree in accounting, business management, or a related field is preferred.
• Ability to perform sedentary office work.