Administrative Assistant/Office Manager

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.