Office Manager

Location: Newburyport, MA
Sanctuary: Joppa Flats

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 www.massaudubon.org.

About This Position

 Mass Audubon's Joppa Flats Education Center, located on the banks of the Merrimack River and the road to Plum Island and the Parker River National Wildlife Refuge seeks an Administrative Assistant / Office Manager II to perform the day-to-day  administrative and operations duties of Joppa Flats Education Center, including some which may be complex or confidential in nature.

The Administrative Assistant / Office Manager II takes on responsibility for various administrative functions at Joppa Flats Education Center and for the North Shore Region, which includes work involving support of business operations, volunteers, visitor services staff, program registrations, events coordination, public/community relations, and financial/budget accounting. The 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, email and phone calls,
  • maintaining office supply inventory, printers, copiers. and other office equipment,
  • reply to routine correspondence and drafting letters for the Director's approval,
  • answer 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 Joppa Flats and North Shore staff,
  • Process routine financial matters of the Joppa Flats, including accounts receivable and payable, financial record keeping, handling of cash, and assistance with annual budget preparation. Prepare appropriate forms as needed. Process and/or assist in the preparation of reports and business analyses,
  • Act as the site manager for Joppa Flats. Work closely with North Shore Regional staff on various projects. Communicate frequently with Regional Property Manager on various property and building projects.
  • 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, programs and/or wildlife.  Route other inquiries to appropriate department or staff member.
  • Assist with the management of business operations, which may include:
    • Conduct the registration of programs and work with Regional Program Registrar for camp and school inquires,
    • Maintain records regarding registration,
    • Scheduling and planning around Joppa Flats resources, events, or rentals,
    • Work with Administrative Coordinator to manage 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 Administrative Assistant, other office personnel, volunteers, or interns as requested by the Regional Operations Manager or Regional Director.
  • 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 the region where necessary. 
  • Attend meetings 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 Haves:

  • High school diploma.
  • 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.

Nice to Haves:

  • Associates or bachelor’s degree or equivalent experience a plus.

Compensation & Benefits

This position’s base salary range is $21.05 - $23.65; 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

Full time schedule of 40 hours, Monday to Friday 

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 cover letter and resume to:

Laura Coulbourn, North Shore Operations Manager
Job# 3860