• Office Manager

    Job Locations US-AK-Anchorage
    Type
    Regular, Full-Time
    Job Category
    Office/Support Services
    ID
    2018-3544
    City
    Anchorage
    State/Province
    AK
  • Overview

    Now in its second century, Audubon is dedicated to protecting birds and other wildlife and the habitat that supports them. Audubon’s mission is engaging people in bird conservation on a hemispheric scale through science, policy, education and on-the-ground conservation action.  By mobilizing and aligning its network of Chapters, Centers, State and Important Bird Area programs in the four major migratory flyways in the Americas, the organization will bring the full power of Audubon to bear on protecting common and threatened bird species and the critical habitat they need to survive.  And as part of BirdLife International, Audubon will join people in over 100 in-country organizations all working to protect a network of Important Bird Areas around the world, leveraging the impact of actions they take at a local level.  What defines Audubon’s unique value is a powerful grassroots network of nearly 500 local chapters, 23 state offices, 41 Audubon Centers, Important Bird Area Programs in 50 states, and 700 staff across the country.  Audubon is a federal contractor and an Equal Opportunity Employer (EOE).

     

     

    Position Summary

    The Office Manager will promote organizational management that supports team success and smooth operation of the Audubon Alaska office in Anchorage. S/he will provide general business guidance and support to the team on issues of financial management, fundraising, contracting, human resources, outreach, and grants.

    Applications will be accepted through April 15th.  Please be sure to include a cover letter to be considered for this position.

    Essential Functions

     Finance

    • Serve as the office financial point of contact for Audubon Alaska and liaise with National Audubon finance team.
    • Process invoices in a timely manner and ensure that invoices are coded correctly to reflect the type of expense, the nature of the work, and the funding source. Invoice granting agencies according to contract and grant agreements. Maintain excellent records on all income and expenses.
    • Maintain and ensure receipts for purchasing card activity are organized and approved for each purchase.

     Office Management

    • Manage logistics of Audubon Alaska board meetings and other key meetings including making travel arrangements, securing venues, creating and disseminating board meeting packets, taking minutes, and coordinating outreach activities or fundraising events.
    • Prepare Independent Contractor Agreements and other contracts as needed.
    • Serve as point person with property management.
    • Purchase office supplies, maintain office files and systems including management of office calendar.
    • Work with Human Resources for hiring of new employees, including posting positions, and other tasks.
    • Answer the phone and respond to general public, donors, and direct calls to staff.
    • Manage local computer backup system, and the licensing and maintenance of computers, software, phones, printers, copier, postage machines, etc.

     Development

    • Process donations, prepare gift transmittals, and generate thank you letters.
    • Update donor database with new addresses, emails, notes, etc.
    • Maintain mailing list for events, appeal letters, and newsletters.
    • Assist with production of materials and mailings including appeal letters, annual report, etc.
    • Assist with special events, fundraisers, and payment processing.

    Qualifications and Experience

    • Bachelor’s degree or an equivalent combination of education and administrative experience may also be accepted.  
    • Minimum of three years’ experience as an office manager, preferably in a non-profit setting.
    • Exceptional organization, time management, attention to detail, and ability to multi-task.
    • Proficient with Microsoft Office, specifically Word and Excel, and an ability to quickly learn new software programs for finance and fundraising.
    • Excellent oral and written communication skills, strong interpersonal skills; ability to get along with a variety of people, problem solve, and remain composed under pressure.
    • Knowledge of office machines including phone systems, copiers, postage machines, etc.
    • Ability to work independently and make decisions in accordance with established policies and procedures.
    • Demonstrated experience in meeting and event coordination.
    • Experience working with donors, board members, and fundraising processes a plus.
    • Bookkeeping and contract preparation experience a plus.
    • Commitment to conservation and the mission of the National Audubon Society.

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