Office Coordinator

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 be a critical member of the Audubon Vermont team, which works to protect birds, other wildlife and their habitats by engaging people of all ages in education, conservation, stewardship and action. The Office Coordinator will provide administrative support to Audubon Vermont, including the Green Mountain Audubon Center. Responsibilities will include a combination of office-management support tasks including assisting with the preparation of communications materials, timely processing of gifts and gift acknowledgements, payables, and administrative tasks to ensure the smooth and efficient operation of Audubon Vermont’s office. The successful candidate will be a team player with excellent communication skills and a commitment to Audubon’s conservation mission.

This position is a full-time, 35 hours/week position with benefits that will be based at the Green Mountain Audubon Center in Huntington. Work week is Monday – Friday with occasional evening and weekend work.

The position is located at the Green Mountain Audubon Center in Huntington, Vermont and reports to the Vice President, and Executive Director of Audubon Vermont. Must be able to work occasionally on evenings and weekends. This position includes full benefits. Salary based on experience.

Compensation:

$17.00 - $19.00 / hour

Essential Functions

• Serve as the office financial point of contract for Audubon Vermont:
  • 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).
  • Assist in sending invoices to others, and tracking receivables.
  • Maintain and ensure receipts for purchasing card activity are organized, received and approved for
    each item in Audubon’s financial system.
• Manage gift receipt and processing function to ensure excellent service to Audubon Vermont’s donors
  • Prepare gift transmittals.
  • Merge, print, prepare and mail boilerplate acknowledgement letters.
  • Respond to development related inquiries from donors and staff.
• Update donor records in donor database, including donor contact and activity notes, contact information
  and preferences, and other donor information as requested by the development team.
• Contribute to Audubon Vermont’s communications and marketing plan through the routine maintenance
  of Audubon Vermont’s website and social media platforms, and assistance with periodic communications
  to Audubon members in Vermont;
• Under the guidance of Executive Director, Audubon Vermont, manage and coordinate Audubon Vermont
  contracts and subcontracts in compliance with Audubon policy, including coordination with the national
  office as necessary.
• Assist with the mail or electronic submission of fundraising proposals, reports and correspondence as
  needed.
• Support daily office operations including responding to general telephone and email inquiries and
  maintaining office supplies and equipment.
• Assist in the planning and operations of events conducted by Audubon Vermont, including but not limited
  to, Sugar on Snow Parties and the annual Audubon Photography Awards Show.
• Assist with the recruitment and management of Center volunteers including helping to plan fall and spring
  volunteer workdays.
• Manage logistics of Audubon Vermont board meetings and other key meetings, including dissemination of
  materials, securing and managing locations and refreshments.
• Assist with the set-up of new employees such as assisting with on-boarding, computer, telephone, building
  access, etc.
• Assist Center Director with managing the organization of the office and handling building/maintenance
  issues as they arise.
• Maintain Education Barn event reservation calendar and monitor for conflicts.
• Serve as point of contact for office vendors.
• Sort incoming and prepare outgoing mail.
• Other job-related duties as requested.

Qualifications and Experience

• High School Diploma or GED equivalent required; Associate Degree preferred.
• 3-5 years' experience in an office administration role OR a combination of higher education and 2+ years' administrative experience.
• Exceptional organizational ability, attention to detail and a can-do attitude are essential.
• Proven ability to track and move tasks/projects 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.
• Critical thinking skills and a problem-solving attitude.
• Proficiency in Microsoft Office products, including Outlook, Word and Excel.
• Ability to exercise discretion and maintain strict confidentiality.
• Experience working with donors and development process, including the use of donor tracking systems such as Salesforce, is a plus.
• Must have a valid driver’s license.
• Must be able to lift up to 35 lbs. with or without an accommodation.
• Bookkeeping and contract preparation experience is a plus.

This position is a union eligible position and 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.