National Audubon Society, Inc

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Office Manager

at National Audubon Society, Inc

Posted: 7/6/2019
Job Reference #: 4100

Job Description

  • Job Locations
    Regular, Full-Time
    Job Category
    Office/Support Services
  • Overview

    Now in its second century, Audubon is dedicated to protecting birds and other wildlife and the habitat that supports them. Audubon’s mission is engaging people in bird conservation on a hemispheric scale through science, policy, education and on-the-ground conservation action. By mobilizing and aligning its network of Chapters, Centers, State and Important Bird Area programs in the four major migratory flyways in the Americas, the organization will bring the full power of Audubon to bear on protecting common and threatened bird species and the critical habitat they need to survive. And as part of BirdLife International, Audubon will join people in over 100 in-country organizations all working to protect a network of Important Bird Areas around the world, leveraging the impact of actions they take at a local level. What defines Audubon’s unique value is a powerful grassroots network of nearly 500 local chapters, 23 state offices, 41 Audubon Centers, Important Bird Area Programs in 50 states, and 700 staff across the country. Audubon is a federal contractor and an Equal Opportunity Employer (EOE).

    Position Summary

    The Office Manager will provide high-quality administrative support to Audubon Texas programs. Specifically, s/he will be responsible for the timely processing of gifts and gift acknowledgements, payables, and ensure the smooth operation of the Texas office.

    This position is a full-time, non-exempt position with benefits. The position is located in Austin, TX and reports to the Vice President and Executive Director of Audubon Texas.

    Essential Functions

    • Serve as the office financial point of contract for Audubon Texas:
      • Work closely with Texas 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).
      • 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 the Audubon state office PCR system.
    • Manage logistics of Audubon Texas board meetings and other key meetings, including dissemination of materials, securing and managing locations and catering, etc.
    • 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 Audubon Texas donors.
      • Prepare gift transmittals within two business days of gift receipt.
      • Merge, print, prepare and mail boilerplate acknowledgement letters within two bus.
      • Respond to phone inquiries from donors and staff.
    • 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 development team.
    • Manage all office contracts in compliance with Audubon policy, including coordination with the national office as necessary.
    • Assist with the mail or electronic submission of proposals, reports and correspondence as needed.
    • Assist with the set-up of new employees in the Texas office.
    • Inventory and order office supplies.
    • Manage the organization of the office and handle building/maintenance issues as they arise.
    • Maintain conference room event reservation calendar and monitor for conflicts.
    • 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

    • Associate or Bachelor Degree preferred.
    • 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 processes a plus.
    • Experience working with Salesforce a plus.
    • Bookkeeping and contract preparation experience a plus.