Administrative Director

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Deadline to Apply:

Thursday, November 10, 2016, 5:00pm



Madison, WI
United States


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Job Description:

The Administrative Director (AD) supports the daily operation of the Society for Conservation Biology North America (SCBNA). The Administrative Director is primarily responsible for SCBNA’s administrative support and information management, and provides support services to the board of SCBNA, particularly the President and Treasurer. The Administrative Director will report to the SCBNA Board via the SCBNA Executive Committee. Essential functions and responsibilities are split between administrative, finance, conference management, governance, and outreach duties in the proportions described below. SCBNA is a non-profit organization based in Madison, Wisconsin, representing conservation professionals in North America. SCBNA is an affiliate of the global Society for Conservation Biology (based in Washington, DC). SCBNA has recently incorporated, and initially the AD will be the sole SCBNA employee. Therefore, the job position allows substantial scope for individual initiative but also requires a high level of self-directed organizational skills and willingness to work within existing organizational mandates. The SCBNA AD may work remotely, and does not need to be based in Wisconsin, but must be based in the US.

Administrative (approximately 0.25 full-time equivalent (FTE)):

  • Create, maintain, and adhere to procedures for personnel, operations, and grant tracking.
  • Work with the Board to prepare grant proposals.
  • Coordinate any fellowship or award programs offered by SCBNA.
  • Supervise and exercise managerial responsibility for any other SCBNA employees that may be hired in the future, unless and until an Executive Director position is created.
  • Work with the Executive Committee to coordinate any necessary reporting to SCB-Global.
  • Other duties and tasks as assigned.

Finance (approximately 0.20 FTE):

  • Process accounts payable and accounts receivable, input and track data in accounting software (QuickBooks).
  • Act as first point of contact for reimbursement and budgetary inquiries.
  • Monitor activities of grant funded programs to help ensure compliance with donor’s requests, and schedule and produce all required financial reports. 
  • Assist the Board in annual budget creation, monitor finances throughout the year, report to the Board and Treasurer via quarterly and annual statements, and assist in preparation for any SCBNA audit.
  • Work with the Treasurer to prepare tax filings such as IRS Form 990.

Conference Management (approximately 0.25 FTE):

  • Assist the Board and local organizers in planning and executing biennial North American Congresses for Conservation Biology (NACCB) and any other SCBNA-sponsored conferences.
  • Serve on the Local Organizing Committee for NACCB and report on conference progress to SCBNA Board.
  • Serve as representative of SCBNA at SCBNA and SCB-Global congresses.

Governance (approximately 0.10 FTE):

  • Communicate regularly with the Executive Committee, and as necessary with other Board members.
  • Assist in maintaining updated Board and committee membership lists and records. 
  • Assist in preparation of agenda, briefing book, and minutes for quarterly Board meetings.
  • Assist the board with strategic and implementation planning.
  • Work with the Executive Committee to develop an annual AD work plan and prepare periodic self-evaluations.
  • Prepare evaluations of other staff when hired unless/until an Executive Director position is established and provide recommendations to Executive Committee about staffing needs.

Outreach (approximately 0.20 FTE):

  • Serve as representative of SCBNA in interactions with other members of the SCBNA community, SCBNA partners, funders, and the public. 
  • Serve as a member of SCBNA and SCB-Global committees as requested by the Board.
  • Facilitate local chapter development and engagement and planning activities.
  • Assist in efforts to further SCBNA initiatives regarding equity, inclusion, and diversity.
  • Maintain channels for member outreach, including the SCBNA website, e-newsletter, and other communications. Website design skills are not required, but ability to develop and regularly update content is required.
  • Work on other writing projects, blogs, and annual reports as requested by the Board.


  • Excellence in written communication, oral communication, and interpersonal skills.
  • Demonstrated working knowledge of conservation science and ability to communicate with conservation researchers.
  • Excellent organizational skills and the ability to prioritize work.
  • Ability to work both as a member of a team and independently with minimal supervision.
  • Ability to maintain confidentiality of personnel data and work with a wide range of people. Demonstrated sensitivity and discretion in all aspects of work.
  • Computer literate and proficiency with Microsoft Office (especially Excel).
  • A Bachelor's degree and some experience with successful office management and accounting.
  • Experience and proficiency in any/all of the following highly desirable: QuickBooks; web site maintenance; database software; Adobe graphics software.
  • Willingness to travel to NACCB and other meetings.

Salary and Benefits

  • Starting salary commensurate with experience.
  • Benefits include paid vacation and sick leave.
  • Travel for meetings.
  • SCBNA is a 501(c)3 not-for-profit entity.

How to Apply:

To apply:

Email resume and letter of interest in one PDF document to SCBNA President Carlos Carroll, ( by November 10.

More info at:

Contact Name:

Carlos Carroll

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