Program Assistant


The Chesapeake Bay Trust (the Trust) seeks a qualified candidate to serve as Program Assistant in the Restoration Department. This position will assist the Trust with grant review, grant management, and grant tracking. This person will be a key member of a seventeen-person staff. This is a full-time salary position (40 hours per week) that requires periodic evening and weekend work. The Assistant will report directly to the Director of Restoration Programs.

Established in 1985, the Trust is non-profit, grant-making institution dedicated to promoting public awareness and participation in the restoration and protection of the natural resources of Maryland and the Chesapeake Bay region. In the past decade, the Trust has increased its grant-making four-fold through new partnerships, with current annual grant-making of approximately $10-12 million. The Trust currently allocates these grant funds through more than 400 awards per year to entities who apply through open, competitive calls for proposals.

Primary Responsibilities:

The person in this position will spend approximately 80% of his or her time assisting the Restoration team in advancing its mission, and approximately 20% of his or her time supporting the Trust in other avenues of work. Specific duties include:

• Assist in the management of grants that advance the Trust’s restoration goals, including the steps of proposal review (programmatic and budgetary aspects), status and expense report review, award revision requests, and final report/close-out.
• Serve as the lead on grantee correspondence for the Restoration team.
• Prepare grant reports and meeting preparation material for staff and technical review committees.
• Prepare queries of grant data as needed for a variety of purposes, such as funding partner requests, reports to the Board of Trustees, legislature, the Trust’s website, and more.
• Provide support to a subset of not-for-profit organizations in the preparation of grant proposals and in the management of grant awards.
• Support the Restoration team with grant program advertisement.
• Support Restoration team with program/project management, such as developing and posting website content, developing “fact-sheets” to demonstrate project/program success, and similar work.
• Assist the Restoration team with event logistics, including review committee days and external events such as grantee workshops, press events, and/or symposia.
• Assist the Restoration team with special projects, such as grantee newsletters, social
media posts, blogs, presentations, and/or identification of demonstration photos.
• Serve as lead on producing information about the Trust’s grant-making for certain audiences, such as quarterly grant lists for the legislature.
• Serve, with the Program Assistant of the Outreach and Education Department, as one of two Trust leads of the online grants system and database software with tasks to include grant application forms, reviewer forms, data fields, award and decline letters/notifications, and any updates needed to improve efficiency.
• Support processing and site visits for the Prince George’s County Rain Check Rebate Program.
• Support several administrative functions, such as tracking and recording grants, reviewing award financial back-up documentation to submit for payment, and supporting quarterly reporting.
• Other projects as assigned.

Skills and Qualifications:

• Proficiency in the Microsoft Office suite of programs (especially Word, Excel, and PowerPoint) – required.
• Ability to tackle multiple tasks in a timely and effective manner – required.
• Excellent organizational skills and attention to detail – required. The right candidate must be exceptionally thorough, and detail orientated.
• Ability to work both independently and in team settings in an office environment – required.
• Excellent written and oral communication skills – required.
• Experience with at least one database that illustrates ability to learn – preferred, but not required.
• Bachelor’s degree in an environment/natural resources field – preferred.
• Personal vehicle and valid driver’s license required to facilitate site visit travel.

Salary: $33,000-$38,000 depending on experience and qualifications, with excellent benefits package including a professional development budget and opportunities.

Application Instructions and Deadline:

Applications will begin to be reviewed on September 30th though the position will remain open until filled. Send a resume and cover letter via email to and place “Program Assistant” in the subject line of the email. Your cover letter is the most important piece of your application: In your cover letter, please address your ability to accomplish the duties of the position as listed above. Please do not simply list your previous experience. What makes you a strong candidate for this position?

The Chesapeake Bay Trust provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, sexual orientation, gender identity and expression, national origin, age or disability in accordance with applicable federal, state, and local laws. We encourage applications from people of color.