Associate Director for Development and Communications

The Occidental Arts & Ecology Center (OAEC) is an 80-acre demonstration, education and advocacy center located in western Sonoma County, California. OAEC's work focuses on cultivating ecological literacy and building the capacity of civic and social movement leaders and organizations to guide their communities toward an ecologically regenerative, economically viable, and socially just future. 

Founded in 2004, the OAEC WATER Institute develops innovative science-based solutions for communities to address the legacy of hydrologically destructive land-use practices and policies on California’s watersheds. In response to the climate and biodiversity crisis, the WATER Institute has been leading strategic initiatives such as the Bring Back the Beaver and Fuels to Flows campaigns to restore watersheds, recover imperiled species and build climate change resilience in communities across the arid west. 

JOB SUMMARY

OAEC seeks a talented and enthusiastic individual to join our experienced and highly effective WATER Institute team. The WATER Institute Associate Director of Development and Communications (WATER AD) is responsible for overseeing and supporting all of WATER’s fundraising, communication, and select project management activities. Primary duties include tracking major gifts and donor cultivation, preparing appeals and other fundraising materials, conducting foundation research and solicitation, and collaborating on grant proposals and reports with WATER staff. This position manages the production of all WATER communications, contributing effective writing and technical skills towards the success of its diverse projects. The WATER AD will manage select projects through completion. This position reports to and assists WATER Co-Directors, while working in collaboration with the Beaver Coexistence Program Manager and OAEC’s core development and communications teams. We are looking for someone who is enthusiastic about social justice and protecting and restoring biological diversity, and is excited to help sustain and grow WATER’s impact in the world.

We are accepting applications until 5:00pm PST, Sunday May 11, 2025. Early application is encouraged as applicant screening will begin immediately. The preferred start date is the middle of June, 2025. This role is 40 hrs/week with up to 3 days per week remote possible.

PRIMARY RESPONSIBILITIES OF THE JOB

Oversee and Support the WATER Institute’s Development in Coordination with OAEC Development Manager

• Manage projections and tracking of WATER donations and grants.
• Take lead on Letters of Inquiry (LOIs), grant proposals and grant reports, or edit others when written by WATER staff.
• Oversee the timely compilation of the elements of grant proposals and reports (narrative, financials, attachments, etc.) in preparation for submission.
• Support WATER Co-Directors in donor and foundation outreach, and maintain the system for tracking WATER’s communications with donors and foundations.
• Manage all files, tracking systems, spreadsheets, and calendars for WATER’s foundation and government grants, including deadlines for proposals, reports and invoices.
• Support the development and tracking of WATER consulting contracts and oversee timely submission of invoices.
• Track WATER’s public engagements and maintain its Outreach Document (for use in foundation grant proposals and reports).

Manage the WATER Institute’s Communications and Outreach 

• Co-create and implement outreach strategies to build awareness and acceptance of program initiatives (ie. Bring Back the Beaver and the Fuels to Flows campaigns).
• With Co-Director input, lead content creation (brochures, videos, etc.) highlighting the programs’ innovative practices and hire/manage subcontractors as needed.
• Manage WATER’s web, blog, newsletter and social media communications in coordination with OAEC’s Communications Manager (we currently use WordPress, Mailchimp, Facebook, Instagram, YouTube and LinkedIn).
• Regularly review and edit our existing WATER pages on the website and develop new content.
• Manage updating, reprinting and distribution of educational guidebooks.
• Manage production of new and existing merchandise (stickers, hats, flags, t-shirts, etc.) in coordination with OAEC Communications Manager.
• Manage WATER photo database.

Manage and Support Select WATER Projects

• Provide project management for planning, development and implementation of our Fuels to Flows Campaign and other initiatives as needed.
• Administer contracts for Beaver Coexistence program.
• Coordinate events and convenings related to WATER projects.
• Provide project support including partner communications, scheduling, hour tracking, and reporting.
• Respond to general inquiries and serve as key point of contact for partners as needed

Provide General Support to WATER 

• Participate in weekly WATER meetings, OAEC staff meetings and serve on appropriate committees.
• Maintain and improve WATER Google Drive filing systems.
• Manage waterinstitute@oaec.org email.
• Provide additional support to WATER staff as needed.
• Participate in the annual staff Performance Evaluation Process.

REQUIRED QUALIFICATIONS FOR THE JOB

(Please do not apply if you do not meet the following requirements.)

• At least 5 years experience in fundraising/development, communications and project management at a mission-based non-profit organization. Strong organizational skills with meticulous attention to detail are essential.
• Exceptional writing skills, with demonstrable experience in grant writing and/or expansive program descriptions (goals, strategies, timelines, etc).
• Capacity to create beautiful and compelling written and visual content that is in tune with our complex audience(s) and effectively communicates our programs’ mission, and branding to the public and funders alike is key. 
• Backend website management experience is required. Must be comfortable with and have a strong appetite for learning and mastering rapidly changing web-based technologies, including the following:
• Apple Mac computers
• WordPress and Google Analytics
• Social media platforms including Facebook, Instagram, LinkedIn and YouTube
• Microsoft Office (Excel and Word)
• Google Drive environment (Sheets, Docs, Forms, etc)
• CRM database (we currently use Non-Profit Easy)
• Excellent spreadsheet hygiene, ability to show complex information in a beautiful and easy to read manner.
• Excellent interpersonal skills, with a sense of humor, a positive attitude, and an interest in and ability to help resolve conflicts within organizational relationships.
• Ability to organize and prioritize work, and to be self-motivated and self-managing as this role will require both independent work and work with the WATER team, others within the OAEC staff collective and diverse partners and interested parties.
• Have great enthusiasm for OAEC’s broader mission and programs that work to create just and sustainable communities.

COMPENSATION, LOCATION AND WORK ENVIRONMENT

• The annual salary for the WATER Institute Project Administrator is $85,000 per year at 40 hours/week. Compensation rates and raises for all staff are set by the OAEC Staff Executive Council, which is elected by the staff collective. 
• OAEC offers a paid health and wellness benefit, currently set at 100% of the value of a Kaiser Permanente Silver HMO Plan for each employee, as well as an employee-only contribution 401(k) option, and a cell phone plan stipend of $50/month.
• OAEC offers generous paid time off: a total of 5 weeks and 3 days per year of vacation and floating holidays combined, as well as 80 hrs of paid sick time off. 
• The WATER Associate Director of Development and Communications will work at minimum 2 days per week in one of the offices at OAEC and can work the remaining days remotely if desired. This is not a residential position at OAEC.
• All staff may enjoy the use of OAEC’s beautiful facilities, including our swimming pond, hot tub and sauna, and wildlands. Staff are invited to harvest from the extraordinary array of organic produce, flowers, and fruit grown in our Mother Garden and orchards.
• When working on-site, staff may participate in the organic meals prepared for retreats and residents by OAEC’s kitchen staff. Staff may take OAEC courses free of charge, and attend the various theater performances, small concerts, talks and celebrations happening on-site throughout the year. We welcome visits from family and friends.

HOW TO APPLY  

• Before applying, please spend some time looking at our website: www.oaec.orgto better learn about the site, the organization, and to understand what OAEC does in the world. Please also look at a recent Annual Update; check out our program pages, including WATER Institute, Bring Back the Beaver Campaign, Fuels to Flows Campaign; and watch a visual tour of our Retreat Center.
• We are accepting applications until 5:00pm PST, Sunday May 11, 2025. Early application is encouraged as applicant screening will begin immediately. The preferred start date is June 16, 2025. This role is 40 hrs/week with up to 3 days per week remote possible. 
• OAEC actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. OAEC does not discriminate based on an individual’s race, sex, religion, color, national origin, ancestry, disability, medical condition, marital status, veteran status, sexual orientation, gender identity, age, or on any other basis prohibited by law.