Office Manager / Volunteer Coordinator
Location: Seward Park Audubon Center, 5902 Lake Washington Blvd S, Seattle WA 98118
Immediate Supervisor: Center Director
Division/Department: Seward Park Audubon Center

Purpose of the Position

The Seward Park Environmental & Audubon Center, a nature education facility located in Seattle, WA, is searching for an Office Manager / Volunteer Coordinator.   The Center is a partnership between National Audubon Society and the City of Seattle and anticipates serving 10,000-12,000 people annually through programs with an additional 15,000-20,000 drop-in visitors expected. The Office Manager / Volunteer Coordinator is an employee of Audubon. This position oversees all operational and financial duties at the Center to ensure effective and efficient Center operations in all aspects.  This position reports directly to the Center Director.

Essential Functions

• Oversee welcome center and nature store at entrance to the Center, including reception duties; scheduling, training, and oversight of volunteer store associates; ordering stock and researching new merchandise; maintaining adequate inventory; maintaining store equipment (credit card machine, cash register, etc.); process program scheduling and fees; and general interface with park and Center visitors.
• Maintain Center financial accounts, including all tasks associated with accounts receivable and payable; document and track expenditures; income processing; annual budget preparations; monthly bank reconciliation; and contract agreements for goods and services. Prepare monthly revenue and expense reports with data from the national accounting system. Assure financial accounting and reporting is coordinated with Audubon Washington procedures and requirements.
• Ensure efficient and effective Center operations, including the research, purchase and maintenance of office equipment and other goods or services; maintain general office appearance; arrange for general office cleaning and maintenance; assess supply needs and purchase office supplies; maintain inventory of office keys; process mail and assist with mailings; assist with development of Center contact list and maintain the list; and support staff as needed around special events and fundraising.
• Manage and oversee the Center’s rental program, including implementation of Center rental policies and procedures; contact with prospective renters; assignment and training of staff and volunteers on rental event staffing; promotion of the Center as a rental location in the community; maintenance of the computer-based rental schedule; coordination with parks department and other staff on rental-related needs and calendaring events; and serve as contact with vendors used by renters (caterers, rental companies, event planners, etc.).

Additional Functions

• Work with other Center and Audubon Washington staff, volunteers, and partner organizations in a collaborative fashion to establish and maintain relationships essential to the success of the Center in the community.
• Respond to emergency and non-emergency situations in the Park.
• Other duties and tasks as assigned by the Center Director.

Internal: Report to the Center Director; keep the Center Director informed of all aspects of responsibilities and duties.  Coordinate with other Center staff, including Education Director and Teacher/Naturalist(s). Work with Audubon Washington Office Manager to coordinate financial reporting and other related tasks. As necessary, work with other Audubon staff at state and national offices, especially in finance, development and human resources. Supervise any assigned part-time personnel, interns and volunteers.

External: Seattle City Parks Department, local schools, and other partners; donors; local Audubon chapter(s) staff, members, and volunteers; vendors and contractors; Center volunteers; community members; and media.

 

Equipment

Adept at using computers, software and other equipment common to everyday office use, including Windows XP Professional, copier, and fax machine, Additionally, POS software, computer-driven cash register, and credit card machine are necessary for this position.

 

Qualifications

• High school diploma or equivalent.
• One year or more experience in office operations, including experience with word-processing, spreadsheet, and database applications.
• Ability to operate a wide range of office technology, including computers, cash register, credit card machine, telephone and voicemail system, fax, copier, email, and internet.
• Knowledge of the principles and practices of clerical accounting and bookkeeping and experience with accounting software.
• Good interpersonal and customer service skills (e.g., courteous, professional, helpful).
• Active listening skills and ability to relay information accurately.
• Ability to organize and coordinate work efficiently, set priorities, and motivate others.
• High school diploma or equivalent.
• One year or more experience in office operations, including experience with word-processing, spreadsheet, and database applications.
• Ability to operate a wide range of office technology, including computers, cash register, credit card machine, telephone and voicemail system, fax, copier, email, and internet.
• Knowledge of the principles and practices of clerical accounting and bookkeeping and experience with accounting software.
• Good interpersonal and customer service skills (e.g., courteous, professional, helpful).
• Active listening skills and ability to relay information accurately.
• Ability to organize and coordinate work efficiently, set priorities, and motivate others.

Preferred Qualifications

• Associate or Bachelor’s Degree in Office Administration, Marketing, or other related field.
• Experience with non-profit organization.
• Experience in retail operations and management.
• Strong teamwork, problem-solving, leadership, and communication skills.
• Training or courses in management, interpersonal relations, or project management.
• Experience in volunteer management and motivation.

Physical Requirements

• Must be able to lift boxes of merchandise and other items.
• Should able to maneuver the park grounds and trails.
• Center is in a three-story building with no elevator, so ability to climb stairs is helpful, but not essential.

The National Audubon Society's mission is to conserve and restore natural ecosystems, focusing on birds, other wildlife, and their habitats for the benefit of humanity and the Earth's biological diversity.

Audubon promotes a diverse workplace and is an equal opportunity employer. It is the policy of the National Audubon Society to employ the man or woman best qualified for the job regardless of race, color, religion, age, sex, sexual orientation, national origin, disability (handicap) or marital status.