Administrative Assistant / Office Manager

Location: Lenox, MA
Sanctuary: Pleasant Valley

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 / Office Manager II performs the day-to-day administrative duties in support of the West Region, including some tasks which may be complex or confidential in nature. The Administrative / Office Manager II takes on responsibility for various administrative functions at Pleasant Valley Wildlife Sanctuary which may include work involving support of business operations, volunteer or sanctuary events coordination, public/community relations, and financial/budget accounting. The Administrative / Office Manager II 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, printers, copiers. and other office equipment,
    • Reply to routine correspondence and drafting letters for the Director's approval,
    • Answering and placing phone calls, making appointments, providing reminders,
    • General record keeping, i.e., purchase orders, invoices, transfers, billing client services,
    • Assisting the Regional Operations Manager in communications and record keeping with sanctuary/regional staff.
  • Process routine financial matters of the sanctuary/region, including accounts receivable and payable, financial record keeping, handling of cash, and assistance with annual budget preparation. Prepare appropriate forms for Financial Operations Department. Process and/or assist in the preparation of reports and business analyses.
  • 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:
    • Conducting the registration of program and camp participants and school groups,
    • Maintaining records regarding registration,
    • Administration of permits and staff housing,
    • Scheduling and planning around sanctuary resources, events, or rentals,
    • Coordination of volunteers,
    • Act as visitor receptionist when required,
    • Professionally represent Mass Audubon at public events, offering information and answering questions in a customer focused manner.
  • Supervise other office personnel, volunteers, or interns as requested by the Regional Operations Manager or Regional Director.
  • 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 sanctuaries within the region where necessary.
  • Attend meetings and trainings when requested
  • Assist during peak periods such as holiday weekends and special events.
  • Other duties as required.

Serve as Site Coordinator for Pleasant Valley: The Site Coordinator acts as the chief on-site point of contact at Pleasant Valley Wildlife Sanctuary, managing urgent situations on the ground as well as other duties delegated by the Regional Director. Site Coordinator responsibilities typically include:

  • Responding to immediate on-site emergencies,
  • Ensuring communication among sanctuary staff about site specific events,
  • Coordination and communication of any conflicts on the site calendar of activity,
  • Coordinating any staff shared duties for building common areas,
  • Designating an alternate staff member for days when the Site Coordinator will not be at the sanctuary.

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: 

  • High school diploma; associates or bachelor’s degree or equivalent experience a plus.
  • At least 3 years of administrative/office experience required.
  • Interest in environmental issues, the natural sciences, or education preferred.
  • Excellent people skills and enthusiasm for a team working environment.
  • Organized with strong written and verbal communication skills.
  • Office skills including computer, copier, scanner, 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.
  • CPR/First Aid Certification or willingness to get certification.
  • Ability to relate to a diverse range of people and exercise cultural competence and inclusion.

 Key qualifications of a site coordinator: 

  • Excellent judgement in changing conditions. 
  • High level of responsibility and attention to detail, especially in safety situations. 
  • Strong communication skills and facility at quickly gathering input/information to make informed decisions.
  • Strong customer service skills in dealing with the public.
  • Ability to work within these flexible boundaries of responsibility and know when to consult with the regional director for guidance when appropriate.
  • Seen as a leader by the other staff at the sanctuary. 
  • Willingness to have a personal cell phone number made available for emergency contact lists. 

 

Compensation & Benefits

This position’s base salary range is $20.77 to $23.37 per hour;  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 12.5 paid holidays (holidays may shift annually due to where days fall within calendar).

Additional Information

This position is full time, 40 hours per week.

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.

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 cover letter, resume, and three references to Melissa Patterson-Serrill at:  

Melissa Patterson-Serrill, West Region Operations Manager
Job# 3551