Office Coordinator

Job Locations
US-WA-Seattle
Type
Regular, Full-Time
Job Category
Office/Support Services
ID
2022-4931
City
Seattle
State/Province
WA

Overview

The National Audubon Society is a nonprofit conservation organization that protects birds and the places they need, today and tomorrow. We work throughout the Americas using science, advocacy, education, and on-the-ground conservation. Audubon’s state, regional, national, and international programs, nature centers, and chapters have an unparalleled wingspan that reaches millions of people each year to inform, inspire, and unite diverse communities in conservation action. As a sentinel species, we recognize that the fate of birds is inextricably tied to the fate of us all.

 

Audubon has more than 700 staff working across the United States and seven countries in 17 state and regional offices, 41 nature centers, and 23 wildlife sanctuaries. Together as one Audubon, we aspire to alter the course of climate change and habitat loss, leading to healthier bird populations and reversing current trends in biodiversity loss.

 

Audubon is committed to a culture of workplace excellence, where our talented and diverse staff are deeply engaged, with a strong sense of belonging. The birds Audubon pledges to protect differ in color, size, behavior, geographical preference, and countless other ways. By honoring and celebrating the equally remarkable diversity of the human species, Audubon will bring new creativity, effectiveness, and leadership to our work throughout the hemisphere.

Position Summary

The Office Coordinator will provide high-level operational and administrative support to the Audubon Washington program. Specifically, this position will focus its time on administrative (60%), financial (20%) and development (20%) functions.

 

The Office Coordinator will develop and implement efficient office and organizational systems to support team success. This position is a full-time, non-exempt position.  The position is located in Seattle WA, and reports to the Vice President and Executive Director of Audubon Washington.

Essential Functions

Develop, enhance and maintain administrative systems that allow for efficient and smooth functioning operations throughout the AWA program ensuring compliance with NAS policies and procedures.

  • Support Executive Director by helping with work flow including organizing meetings, preparing presentation and communications, taking minutes.
  • Support Executive Director and staff by managing the logistics of AWA board meetings and other key meetings, including dissemination of materials, coordinating agendas, meeting preparation and logistics, taking minutes, preparing follow up, securing and managing locations and refreshments, etc.
  • Maintain Board records.
  • Maintain annual calendar of important dates to include board meetings, center events, chapter meetings, staff meetings and other.
  • Assist Executive Director in tracking key operational metrics by organizing and compiling data, research and compiling information into accessible reports.
  • Serve as the office financial point of contact for the Audubon Washington (AWA) program:
    • Work closely with AWA program staff to ensure that bills are paid on a timely basis and that invoices are coded correctly in Audubon’s Online Invoice System to reflect the type of expense, the nature of the work, and the grant or funding source (as necessary).
    • Coordinate with NAS finance and development team to ensure accurate data entry and reports.
    • Prepare and submit by deadline deposit record allocating out deposits to proper codes which will reconcile to the bank account.
    • Assist in sending invoices to others, and tracking receivables.
    • Maintain and ensure receipts for purchasing card activity are organized, received and approved for each and every item in Audubon’s PCR system.
  • Prepare the Executive Director’s monthly expense reimbursement ensuring all expenses are coded properly, receipts are attached, and in accordance with Audubon policy.
  • Manage gift receipt and processing function to ensure excellent service to AWA’s donors
    • Prepare gift transmittals within two business days of gift receipt.
    • Merge, print, prepare and mail boilerplate acknowledgement letters within two business days of gift receipt.
    • Respond to phone inquiries from donors and staff within one business day.
  • Update donor records in Salesforce (our donor database), including donor contact/activity notes, contact information and preferences, and other donor information as requested by the AWA team.
  • Assist with the mail or electronic submission of proposals, reports and correspondence as needed.
  • Maintain filing systems both paper and digital so they are current and organized.
  • Inventory and order office supplies.
  • Manage the organization of the office and work with Center Director to handle building/maintenance issues as they arise.
  • Serve as point of contact for office vendors and National support staff colleagues.
  • Sort incoming and prepare outgoing mail.
  • Other duties as requested.

Qualifications and Experience

  • High School Diploma or GED equivalent required.  Associate degree preferred.  
  • 5+ years of experience in an office administrative role, or a combination of higher education and 2+ years of experience
  • Exceptional organizational ability, attention to detail and a can-do attitude are essential
  • Proven ability to track and move tasks/project to completion in a fast-paced environment
  • Ability to work independently with limited supervision, as well as part of a small team
  • Excellent customer service and communication skills
  • Proficiency in MS office products, including Outlook, Word, and Excel. Working knowledge of Salesforce and Crystal reports desirable. 
  • Proficiency with scheduling and managing Zoom meetings. 
  • Ability to exercise discretion and maintain strict confidentiality.
  • Must be willing to work some evenings and weekends
  • Ability to lift/carry up to 25 lbs with or without accommodation.
  • Valid driver’s license and access to personal transportation required.

This position is represented by the Communications Workers of America (CWA).

EEO Statement

The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.

Accessibility Statement

The National Audubon Society endeavors to keep our careers site accessible to any and all users.  If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Accommodations@audubon.org. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

COVID Policy

All new hires must be fully vaccinated prior to their start of employment unless they are pre-qualified by HR for exemption.

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