Metro West Administrative Assistant/Office Manager II

Location: Lincoln, MA
Sanctuary: Drumlin Farm

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

We seek a positive, dynamic, customer-focused office manager to manage our education office, provide administrative support to our Education Team, supervise our program registration team and provide excellent customer service to regional schools and organizations. Duties include office administration, registration for programs, public/community relations, and budget maintenance. They also provide excellent customer service through phone, email, and in-person communications, while projecting a professional image of Mass Audubon. The Administrative Assistant/Office Manager serves as a member of Mass Audubon’s Metro West Team engaging both internal and external stakeholders and promoting Mass Audubon’s mission of protecting the nature of Massachusetts for wildlife and people. The ideal candidate will also support Mass Audubon’s commitment to equity and justice and bring a diverse range of experiences, expressions, and views to their work. Our Metro West Region includes Broadmoor Wildlife Sanctuary in Natick, Drumlin Farm Wildlife Sanctuary in Lincoln, Habitat Wildlife Sanctuary in Belmont, Magazine Beach Park Nature Center in Cambridge and Brewster’s Woods in Concord. Through our wildlife sanctuaries, Mass Audubon Metro West offers a wide range of farm and nature-based programs for all ages, including on-site and off-site summer camps, nature-based preschool, school and group programming, family programming and birding activities. This position will be based at our Drumlin Farm site in Lincoln, MA.

Duties & Responsibilities

Office Administration

Perform a variety of administrative duties including, but not limited to:

  • School and group program registration and scheduling via in-person, phone and email interaction.
  • Welcome and check-in schools and groups at the sanctuaries.
  • Assist in management and record-keeping of confidential (human resources) staff and participant information via paper and online systems.
  • Record, file, summarize, and prepare reports related to program registration, income and expenses.
  • Work effectively in a busy, sometimes loud, shared office space.
  • Serve as a relay point for communications between Metro West field teachers, education coordinators, and other sanctuary staff via phone, email and two-way radio.
  • Perform office duties such as inventorying and ordering office and program supplies, creating copies, reading and routing incoming mail, and editing and transcribing documents, among others.
  • Oversee vehicle, program wildlife and program supply use and sign-out by field teachers.
  • Work with education team to pull together and produce weekly regional program schedule and assignments.
  • Assume other responsibilities as requested.

Public/Community Relations

  • Act as receptionist as needed answering general inquiries about Mass Audubon and routing questions to appropriate departments.
  • Professionally represent Mass Audubon at public events, offering information and answering questions in a customer-focused manner.

Financial Duties

Maintain financial records for the unit, including, but not limited to:

  • Preparing and submitting business office invoices and other forms.
  • Tracking expenses and reconciling unit income and expense summaries with office records.
  • Manage financial aid applications and payment plans for schools and other program participants.
  • Manage petty cash.
  • Accept and process payments for programs and record in Mass Audubon’s registration system.
  • Work with Operations Manager to collect outstanding balances.

Supervisory Duties:

  • Oversight and management of Metro West Registration Team including one Camp Registrar and one Preschool and Public Programs Registrar. This includes regular check in meetings, annual performance reviews, general support as needed, strategic planning and professional development.

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:

  • High school diploma or G.E.D. and three years related experience including staff management.
  • Strong verbal and written communication skills, as well as organizational skills. Proficiency in MS Word, Excel, and Outlook and/or Google suite.
  • Willing to learn Mass Audubon’s registration system.
  • Flexibility and ability to respond to rapidly changing priorities, meet deadlines, and work as an effective team member.
  • Ability to relate to and work with a diverse range of people and exercise cultural awareness and inclusion.
  • Ability to successfully complete Community First aid/CPR class, offered by Mass Audubon at no cost.

 Nice to Haves:

  • Preferably has interest in environmental issues and/or natural history.
  • Valid driver’s license and ability to travel within Massachusetts. 

Compensation & Benefits

This position’s base salary range is $43,680.00- $47,840.00 actual salary 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 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:

The standard work schedule for this position is 40 hours per week Monday through Friday. However, the position requires some flexibility and the ability to work occasional weekends and evenings to meet the needs of the program and organization.

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.

Robin Stuart, Education Manager Metro West
Job# 3793