Administrative Assistant/Office Manager

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Mass Audubon

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Norfolk, MA, United States

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30+ days ago

Location: Norfolk, MA

Sanctuary: Stony Brook

About Mass Audubon

Mass Audubon is the largest nature-based conservation organization in New England. Founded in 1896 by two women who fought for the protection of birds, Mass Audubon carries on their legacy by focusing on the greatest challenges facing the environment today: the loss of biodiversity, inequitable access to nature, and climate change. With the help of our 140,000 members and supporters, we protect wildlife, conserve and restore resilient land, advocate for impactful environmental policies, offer nationally recognized education programs for adults and children, and provide endless opportunities to experience the outdoors at our wildlife sanctuaries. Explore, find inspiration, and take action at www.massaudubon.org.

About This Position

The Administrative Assistant / Office Manager performs the day-to-day administrative tasks for Stony Brook Wildlife Sanctuary, nature center, and onsite preschool. The Admin Assistant / Office Manager takes on responsibility for various administrative functions that vary by region/sanctuary but may include work involving support of business operations, volunteer or sanctuary events coordination, public/community relations, and financial/budget accounting. The Admin Assistant / Office Manager plays an important and integral role as a welcoming, customer-oriented ambassador of Mass Audubon properties, programs, and mission.

Duties & Responsibilities

  • Perform a variety of administrative duties including, but not limited to:
    • setting up and maintaining paper and computer files.
    • reading and routing incoming mail.
    • maintaining office supply inventory.
    • maintaining printers, copiers, and other office equipment.
    • assisting the Regional Operations Manager in communications and record keeping with sanctuary/regional staff.
  • Support gift shop operation by selling, pricing, and assisting in the management of inventory.
  • Take point on admission, membership, gift shop transactions during the week.
  • Complete the daily reconciliation responsibilities and cash reporting for Stony Brook.
  • Provide support to Education Staff.
    • Support registration for preschool, programs, and camp.
    • Perform administrative tasks for the onsite preschool and camp at Stony Brook.
    • Communicate with preschool staff and program families as needed.
    • Assist Preschool Director with record keeping, supply inventory, and other administrative tasks.
  • Assist and provide emergency management support to as needed.
  • Provide efficient, courteous service to the public by offering information about the operations of the sanctuary to visitors, answer telephone inquiries, staff the visitor reception desk when required, and work cooperatively with other sanctuary staff.
  • Answer phone calls and emails, including responding to general and routine inquiries about Mass Audubon and/or wildlife. Route other inquiries to appropriate department or staff member.
  • Assist with the management of business operations, which may include:
    • Administration of permits and staff housing.
    • Scheduling and planning around sanctuary resources, events, or rentals.
    • Coordination of volunteers.
    • Preparing and submitting business office invoices and other forms.
    • Tracking expenses and reconciling unit income & expense summaries with office records.
    • Maintaining budget files as reference for annual budget preparation.
    • Preparing daily income reports and bank deposits.
    • Professionally represent Mass Audubon at public events, offering information and answering questions in a customer focused manner.
  • Monitor radio and be prepared to serve as primary communication point-of-contact in case of emergency per standing policies and procedures.
  • Provide administrative duties at other sanctuaries within region where necessary.
  • Attend meetings and trainings when requested.
  • Assist during peak periods such as holiday weekends and special events.
  • Other duties as required.

Qualifications

At Mass Audubon, our highest priority is finding the best candidate for the job. Research has shown that people of color and women are less likely to apply for jobs if they don't believe they meet every one of the qualifications described in a job description. We encourage you to apply, even if you don't believe you meet every one of our described qualifications or you have a less traditional background. We are looking for applicants with the following qualifications:

Must Have’s:

  • Must be at least 18 years of age.
  • 1-3 years of administrative/office experience required.
  • Excellent people skills and enthusiasm for a team working environment.
  • Organized with strong written and verbal communication skills.
  • Office skills including computer, copier, scanning, and phone system.
  • Experience with varied computer software programs (Office 365, Outlook, Word, Excel).
  • A demonstrated ability to work well with other staff, volunteers, and community representatives as well as independently when necessary.
  • Ability to relate to a diverse range of people and exercise cultural competence and inclusion.

Nice to Have’s:

  • Associates degree or equivalent experience a plus.
  • CPR/First Aid Certification or willingness to get certification.
  • Interest in environmental issues, the natural sciences, or education preferred.

Compensation & Benefits

This position’s base salary range is $18.30 - $21.75; actual salary will reflect level of experience and qualifications relative to position requirements.

Benefits and Perks:

Benefits eligible staff at Mass Audubon may elect to enroll in medical, dental, and vision plans. Mass Audubon also offers disability and life insurance plans, a retirement plan through MetLife, and Flexible Spending Account options. Mass Audubon employment also includes access to an Employee Assistance Program (EAP) and the Reciprocity Agreement through the Consortium of Non-Profit Arts/Cultural/Environmental Organizations of New England. Mass Audubon employees also enjoy 12 paid holidays (holidays may shift annually due to where days fall within calendar).

Additional Information

Work Schedule:
Monday-Friday 8:30am -5:00 pm

Other Requirements:

Employees must successfully complete a CORI and SORI Background Check and a Motor Vehicle Record (if applicable) is required.

COVID-19 Considerations

Mass Audubon requires that all staff, regardless of their work location, disclose their vaccination status. Proof of vaccination status will be required immediately upon hire. This should also include a booster shot if it has been 5 months since you were initially vaccinated.

Mass Audubon's Commitment To Diversity, Equity, Inclusion, & Justice

Mass Audubon's mission is to "protect the nature of Massachusetts for people and for wildlife" by building a strong coalition of employees, volunteers, and community members. We recognize that the environmental movement and field of conservation have been affected by societal systems that have limited opportunity and access for many people. As a result, Mass Audubon is committed to creating an inclusive environment for all employees and applicants. We are engaged in an ongoing process of organizational assessment and change, designed to remove barriers and create a workplace where all forms of diversity are recognized and valued.

Equal Employment Opportunity Statement

Mass Audubon is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and applicants. Mass Audubon prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

How To Apply

Please send resume, cover letter, and 3 references to:

Christine Rohrer, Regional Operations Manager
crohrer@massaudubon.org

Job# 3760