Senior Operations Coordinator

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Audubon

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Seattle, WA, United States

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7 days ago

Overview:
The National Audubon Society is a nonprofit conservation organization that protects birds and the places they need, today and tomorrow. We work throughout the Americas using science, advocacy, education, and on-the-ground conservation. Audubon’s state, regional, national, and international programs, nature centers, and chapters have an unparalleled wingspan that reaches millions of people each year to inform, inspire, and unite diverse communities in conservation action. As a sentinel species, we recognize that the fate of birds is inextricably tied to the fate of us all.

Audubon has more than 700 staff working across the United States and seven countries in 17 state and regional offices, 41 nature centers, and 23 wildlife sanctuaries. Together as one Audubon, we aspire to alter the course of climate change and habitat loss, leading to healthier bird populations and reversing current trends in biodiversity loss.

Audubon is committed to a culture of workplace excellence, where our talented and diverse staff are deeply engaged, with a strong sense of belonging. The birds Audubon pledges to protect differ in color, size, behavior, geographical preference, and countless other ways. By honoring and celebrating the equally remarkable diversity of the human species, Audubon will bring new creativity, effectiveness, and leadership to our work throughout the hemisphere.
Position Summary:
The Senior Coordinator will develop and implement strategies to promote efficient office and organizational management that supports team success. They will provide general business guidance and administrative support to the Vice President and Executive Director and Audubon Washington (AWA) staff on issues of financial management and reporting, fundraising, contracting and human resources.

Compensation
  • $58,000-$65,000/yearly
Essential Functions:
  • Develop, enhance and maintain administrative systems that allow for efficient and smooth functioning operations throughout the AWA program ensuring compliance with NAS policies and procedures.
  • In collaboration with the Executive Director, help oversee the annual budget planning process for AWA. Support the development of annual budget, and independently prepare and summarize periodic budget reports; work alongside staff to review expenses and develop recommendations for adjustments and new projections.
  • Support Executive Director with work-flow including organizing meetings, preparing presentation and communications, taking minutes.
  • Provide administrative support to the Executive Director including, but not limited to scheduling, travel, correspondence, expenses.
  • Support Executive Director and staff with board activities. Coordinate logistics for AWA board and committee meetings. Communicate meeting details, assemble and edit meeting agendas and packets, Maintain board meeting minutes.
  • Obtain revenue and pay invoices by verifying and completing payable and receivable transactions; establish and maintain effective and accurate financial controls and accounting systems, and ensure compliance with NAS financial policies and procedures.
  • Working with AWA staff, manage monthly revenue and expense report requirements for AWA; prepare and analyze reports, reconcile data by liaising with the national office.
  • Serve as the financial point of contact for AWA programs, including but not limited to:
o Working closely with AWA and Seward Park staff to ensure that bills are paid on a timely basis and that invoices are coded correctly in Audubon’s Online Invoice System.
o Coordinating with NAS finance and development team to ensure accurate data entry.
o Ensuring receipts for purchasing card activity are organized, received and approved.
  • Manage calendars and contracts for facility rentals at Seward Park Audubon Center.
  • Maintain annual calendar of important dates to include board meetings, center events, chapter meetings, staff meetings and other.
  • Support Executive Director with development activities including facilitating major gift solicitations, with materials, reminders and list maintenance. Ensure timely donor gift processing, acknowledgement, stewardship and public recognition.
  • Manage grant reporting calendar and assist with proposal submission, reports and funder correspondence as needed.
  • Update donor records in Salesforce (our donor database), including donor contact/activity notes, contact information and preferences, and other donor information as requested by the AWA team.
  • Manage all HR processes, such as onboarding new staff and transitions with departing staff.
  • Manage IT tools and needs, such as shared cloud-based information systems, equipment replacement, staff training, etc.
  • Provide administrative office support including but not limited to maintaining filing systems, ordering office supplies, sorting mail, answering phones, etc.
  • Serve as point of contact for office vendors and National support staff colleagues.
  • Other duties as required.
Qualifications and Experience:
  • 3 - 5 years of experience in operations or similar setting.
  • Exceptional organizational ability, attention to detail and a can-do attitude are essential.
  • Proven ability to track and move tasks/project to completion in a fast-paced environment.
  • Ability to work independently with limited supervision, as well as part of a small team.
  • Excellent customer service and communication skills.
  • Proficiency in MS office products, including Outlook, Word, and Excel. Working knowledge of Salesforce and Crystal reports desirable.
  • Proficiency with scheduling and managing Zoom meetings.
  • Ability to exercise discretion and maintain strict confidentiality.
  • Must be willing to work some evenings and weekends.
  • Ability to lift/carry up to 25 lbs with or without accommodation.
  • Valid driver’s license and access to personal transportation required.
  • Associate’s degree or Bachelor’s degree in accounting, finance, business administration, non-profit management or related field. An equivalent combination of education and experience will also be considered.
EEO Statement:
The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.
Accessibility Statement:
The National Audubon Society endeavors to keep our careers site accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Accommodations@audubon.org. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
COVID Policy:
All new hires must be fully vaccinated prior to their start of employment unless they are pre-qualified by HR for exemption.