Office Manager

Job Description

Job Description

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 160,000 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 massaudubon.org.

About This Position
We are seeking an Office Manager for Mass Audubon’s Southeast Region. This position performs the day-to-day administrative duties in support of North River and Daniel Webster Wildlife Sanctuaries and other sanctuaries located in the Southeast Region. The Office Manager is responsible for administrative functions including sanctuary operations, visitor services, education programs, volunteer coordination, special events, public and community relations, and financial reporting. This individual plays an important and integral role as a welcoming, customer-oriented ambassador of Mass Audubon properties, programs, and mission.

Application Instructions
Please submit a resume and cover letter with your ADP application.

Responsibilities

• Assist with the management of sanctuary operations, which may include:
  • Daily administrative duties such as organizing incoming mail, maintaining and ordering office supplies, maintaining copiers and printers;
  • Processing cash, credit, and check payments for gift shop, programs, admissions, and membership sales;
  • Making timely and organized deposits and submitting invoices and check requests to the Business Office with support from the Operations Team;
  • Scheduling and planning events and rentals based on sanctuary staffing and resources;
  • Supporting the Property Manager by coordinating building and sanctuary inspections, including scheduling and communication with contractors;
  • Professionally representing Mass Audubon at public events, offering information and answering questions in a customer focused manner.
• Volunteer Coordination:
  • Coordinate local volunteers and engage new volunteers at the sanctuaries;
  • Manage and organize volunteer schedules.
• Customer Service:
  • Provide efficient, courteous service to the public by offering information about the sanctuary to visitors, answering telephone inquiries, staffing the visitor reception desk, and working cooperatively with other sanctuary staff;
  • Assist regional Program Registrar in registering participants for education programs in our Online Registration Program; assist with cancellations and calling registrants.
• Administrative support for summer nature camp, including:
  • Answering family inquiries and other phone calls and forwarding to appropriate camp staff;
  • Onsite availability during summer nature camp hours to serve as back-up staff;
  • Monitoring radio and being prepared to serve as primary communication point-of-contact in case of emergency, according to policies and procedures.
• Maintain and care for animal ambassadors including feeding, administering medication, maintaining environments, and tracking ambassador trip schedules.
• Maintain a clean and organized nature center and workspace including cleaning the front desk area, gift shop, bathrooms, and program areas.
• Assist during peak periods such as holiday weekends and special events.

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 Haves

• At least 18 years of age
• Three or more years of administrative and office experience
• Excellent people skills and enthusiasm for a team working environment
• Organized with strong written and verbal communication skills
• Strong desire to achieve results in meeting sales goals and demonstrated ability to effectively promote goods or services
• Office skills including computer, copier, and phone system
• Experience with varied computer software programs (Office 365, Outlook, Word, Excel, Teams).
• 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 Haves

• Associates degree or equivalent experience
• Bookkeeping experience
• Experience with early childhood education administration
• Interest in environmental issues, natural sciences, or education preferred
• CPR/First Aid Certification or willingness to obtain

Compensation, Benefits and Perks
This position’s pay range is $24.00-$26.50 per hour; actual rate of pay will reflect level of experience and qualifications relative to position requirements.

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, and Flexible Spending Account options. Mass Audubon employment also includes access to an Employee Assistance Program (EAP) through and the Reciprocity Agreement through the Consortium of Non-Profit Arts/Cultural/Environmental Organizations of New England. Mass Audubon employees enjoy 13 paid holidays (holidays may shift annually due to where days fall within calendar).

Work Schedule
Full time schedule of 40 hours per week, Tuesday through Saturday. Occasional night and holiday work required to support sanctuary events.

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

Mass Audubon’s Commitment to Diversity, Equity, Inclusion, & Justice
Mass Audubon embraces diversity and equal opportunity in a serious way. We are dedicated to forming a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be. People of color are strongly encouraged to apply.

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.