Administrative Assistant/Office Manager II

Location: Edgartown, MA
Sanctuary: Felix Neck

Ensure effective operation of Nature Center by performing a variety of administrative tasks, secretarial duties, and visitor services and volunteer management activities, including some which may be complex or confidential in nature. The Office Manager has diverse responsibilities, including a leadership administrative role working closely with the Sanctuary Director and support of the Education and Property Departments in managing smooth, well-organized operations. 

This is a full-time, 40 hour per week position.

Responsibilities

  • Perform a variety of office management and administrative duties (i.e.: maintain office and computer files; handle phone calls; reply to routine correspondence; route incoming mail; prepare and share meeting minutes, etc.).
  • Manage all financial data including invoice payment, receivables, budget reconciliations, Quickbooks entries, and cash receipts. Assist Sanctuary Director and Education Coordinator with budget preparations.
  • Assist Mass Audubon Human Resources Department by onboarding new employees and volunteers, closing out staff employments, and preparing seasonal and part-time bi-weekly payroll for submission to headquarters.
  • Manage On-line Public Registration (OPR) system for Felix Neck and advertising and outreach efforts for programs, events and activities.
  • Serve as summer camp and preschool registrar.
  • Recruit, train and manage volunteers; prepare Annual and Fiscal Year Volunteer Reports.
  • Work with Mass Audubon headquarters staff to implement statewide initiatives for membership, volunteer, and information security.
  • Manage/assist with fundraising or other special events and activities.
  • Respond or direct requests for detailed information, e.g. sanctuary facilities, directions, programs, natural history calls.
  • Supervise maintenance of office equipment including computers, printers, copiers, and phone system.
  • Attend Mass Audubon statewide meetings and trainings.
  • Attend staff meetings, take minutes, and keep informed of program and staff schedules.
  • Oversee gift shop ordering and inventory.
  • Occasional weekend, holiday, and evening hours.  Fall Festival (day after Thanksgiving) is required.
  • Other duties as necessary.

Qualifications

  • Ability to multitask and work in a fast-paced environment with lots of interruptions.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer relations skills.
  • Exceptional attention to detail and a highly organized approach.
  • Ability to work both collaboratively and independently.
  • High proficiency in Microsoft Office (Word, Excel, Outlooks and Publisher) and QuickBooks.
  • Experience managing social media and electronic newsletters desirable.
  • BA or equivalent experience.
  • Successful candidates must pass a background record check (CORI and SORI) and have a valid driver’s license.

Compensation and Benefits

This position comes with a full benefits package, including health insurance, vacation and 403b. Pay ranges from $18-$20 per hour.

How to Apply

Please email your resume and cover letter to:  

Suzan Bellincampi, Sanctuary Director
Job# 3168

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.