Administrative Coordinator at The Wetlands Institute

The Wetlands Institute is currently accepting applications for the full-time position of Administrative Coordinator. The Administrative Coordinator will manage, plan, coordinate, and execute the activities of the administration office and front desk services. In addition, they will follow and ensure compliance with approved policies, programs, systems and procedures within delegated authorities. The role will also perform all tasks relating to customer service.

Activities include:

SUPERVISION

• Provide supervision for seasonal staff and volunteer administrative positions. Plan, organize and prioritize work assignments. In cooperation with the Finance Department, will provide guidance and training on assigned functions and job responsibilities.


• Plan and establish seasonal employee work schedules. Review and approve individual timesheets.

ADMINISTRATION SERVICES SUPPORT

• Conducts, directs, and provides administrative control for office service activities including:
  
  
  
  • Maintain office files on a current basis. Provides for control and security of selected records.
  
  
  • Manage functionality of Point of Sale in coordination with the Finance Department including daily POS reconciliation of admissions.
  
  
  • Update organization calendar for scheduled programs and events.
  
  
  • Arranges for purchase of supplies and equipment for all departments:
    
    
    
    • Purchase office supplies as needed.
    
    
    • Place orders as directed by the Director of Administration and assist other staff with purchasing.
    
    
    • Manage inventory of facility supplies and equipment, order supplies as needed.
    
    
    • Create and save administrative purchase orders.
    
    
    • Manage username/password accounts for supplies.
    
    
    
    
  
  
  • Coordinate and support events, meetings and workshops in cooperation with other staff. Assist with refreshments for facility meetings.
  
  
  • Ensure maintenance of office equipment including but not limited to copier, postage machine, fax, printers, scanners, solar monitors and telephone monitoring systems.
  
  
  
  

VISITOR SERVICES SUPPORT

• Customer Service
  
  
  
  • Provides exceptional customer service for contacts in-person, via phone, email or other means of communication.
  
  
  • First point of contact for all visitors including the general public, volunteers, Education Programs, Research and Conservation workshops and Executive Director’s meeting participants.
  
  
  • Telephone Services
    
    
    
    • Provides telephone services for the front desk and admissions. Answers, responds and screens calls, as necessary.
    
    
    • Reviews and responds to telephone requests for general information, as necessary.
    
    
    • Manage the phone system including telephone system extensions, voice mail recordings and employee directory.
    
    
    
    
  
  
  • Mail Services
    
    
    
    • Receives, sorts, screens, processes and distributes mail for the Institute. Takes appropriate action based on the nature of incoming mail. Completes mail requests where possible or directs front desk staff for handling.
    
    
    
    
  
  
  
  

PROGRAM SERVICES SUPPORT

• Works in coordination with the Education Department to process payments and collect paperwork for various educational programs and visitor services bookings.


• Works in coordination with the Research and Conservation Department to support various programs, mailings, intake and communications.


• Works in coordination with the Development Department to support event response and tracking.

VOLUNTEER SERVICES SUPPORT

• Volunteer Program
  
  
  
  • Maintain current volunteer data in database and compile reports.
  
  
  • Assist in coordination of volunteer activities including applications, training and scheduling.
  
  
  • Welcome volunteers and manage the day-to-day needs of the program.
  
  
  
  

OTHER ASSIGNED RESPONSIBILITES

• Performs all other Administrative Duties or Special Projects as directed by the Director of Administration or the Executive Director.

• Sufficient education and training to demonstrate an ability or aptitude to perform the above and related duties. A bachelor’s degree in administration and/or related field preferred with 2 – 4 years of prior administrative and customer service experience.


• Broad knowledge of office management systems and procedures. Proficiency with computer systems and software including Microsoft Office Suite.


• Ability to interact comfortably with the public in a professional and courteous manner.


• Experience in the management and direct supervision of seasonal staff and/or volunteers.


• Excellent oral and written communication skills.


• Ability to perform multiple tasks with effective time management and organizational skills.


• Must be able to work both independently and as a member of a team.

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent physical activities include lifting, pushing and pulling items up to 25 pounds; reaching, stooping, bending, kneeling, climbing, crouching and prolonged periods of sitting.


• A valid driver’s license and reliable transportation.


• Ability to work a shifted work week schedule that includes some weekends, evenings and overnights.


• This is a salaried, exempt position based in Stone Harbor, NJ and will involve occasional evening and weekend work. This information is not designed to be a complete inventory of the job duties, responsibilities, and qualifications. Rather, it is designed to give the general nature and level of work to be performed by an employee assigned to this job title. Final candidate will be subject to a background check.

Salary commensurate with experience. We provide a competitive employment package, which includes medical, dental, and vision benefits, matching contributions to a 403b retirement plan, and a generous paid vacation and paid-time-off policy.

The Wetlands Institute is an Equal Opportunity Employer

We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, genetic information or any other status protected by law or regulation. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.