Current openings

Administrative Associate


 

Administrative Associate 

POSITION OVERVIEW

The Administrative Associate directly supports the Deputy Director in performing a variety of administrative responsibilities. Externally, these include providing exceptional customer service to our members, donors and the general public, and support to the communications team in ensuring that digital and printed materials are up to date. Internally, the Administrative Associate ensures that the office facilities are operating smoothly, with adequate supplies, and properly working systems, and supporting the staff team by making sure that everyone has what they need to do their jobs well. Additional responsibilities include core aspects of HR management including recruitment, hiring and on-boarding, off-boarding, and maintaining employee files, and supporting accounting with basic AP/AR entry.

JOB RESPONSIBILITIES

Administrative, approximately 50% of job function

  • Support managers in a variety of administrative tasks to help ensure all organization departments operate smoothly & efficiently
  • Maintain physical and computer filing systems
  • Answer telephones and provide high-quality customer service, maintaining a comprehensive understanding of our programing
  • Ensure Office space is functional and everyone has what they need to do their jobs well
  • Own all general maintenance; everything should work well!
  • Ensure all systems work effectively (phones, internet, etc.)
  • Own all general office maintenance; everything should work well
  • Support additional administrative needs of office (faxing, mailing, PDFs, supplies, etc.)
  • Manage calendars and implement internal meeting structure
  • Working with IT support to ensure that technology is appropriate to meet needs of growing team and that systems are in place and working to gather, share, and track information
  • Spot opportunities to better track and maintain information
  • Stay on top of all specific tasks/follow-up items and general areas of work; consistently meet deadlines.
  • Support communications department by assisting with updates and other duties as needed.

Human Resources, approximately 30% of job function

  • Working with the Deputy Director, coordinate all aspects of HR management including recruitment, hiring and on-boarding, off-boarding, and maintaining employee files
  • Support the recruitment process by posting job adverts, maintaining up-to-date list of relevant and effective sites, communicate with candidates in an timely manner, and regularly update the Deputy Director & hiring manager
  • Prepare personnel files and on-boarding materials for new hires and annually inventory personnel files to ensure compliance
  • Answers inquiries from employees regarding pay and benefits Generate reports including: payroll reports and wage and benefit accruals
  • Assist staff with understanding Oxbow policies & procedures

Accounting, approximately 20% of job function

  • Support daily financial transactions including posting and recording accounts receivable/payable in QuickBooks
  • Prepare customer invoices from purchase orders provided by each business unit and following up on payments in QuickBooks as well supporting online program registration
  • Prepare weekly bank deposits and EFT deposits
  • Support the management team in accounting activities, including entry and coding expenditures and generating project budgets and expense reports
  • Assist Deputy Director to perform month-end and year-end closing in preparation for generating monthly reports and financial statements
  • Assist with grants management, ensuring grant income and expenses are recorded properly

QUALIFICATIONS

  • Four years administrative experience in a professional office environment
  • Associates degree or higher education from an accredited college or university
  • Passion for problem solving, finding efficiencies and creating and improving systems
  • Positive attitude and flexibility: Approach work with a spirit of “yes”; strike a positive tone; push work forward through obstacles and adapt quickly as things change
  • Commitment to 100% follow-through
  • Clear and consistent communication
  • Excellent Office 365 functionality (Excel, Outlook, Word, SharePoint navigation), and advanced QuickBooks experience
  • Knowledge of HR systems and procedures
  • Excellent attention to detail and ability to multitask in a busy environment
  • Able to give and receive constructive criticism gracefully
  • A commitment to Oxbow’s overall mission and working as part of a team
  • Ability to work independently and within a team

Additional desired qualities include: environmentally conscious, detail oriented, self-motivated, energetic, and professional.

The Oxbow Shared Services team is part of a larger non-profit organization. A commitment to Oxbow’s overall mission and working as part of a team is critical.

COMPENSATION

This is a regular, full-time position. Oxbow provides a competitive compensation package, including access to food from the fields, that will be dependent upon experience and negotiated at time of hire.  

REPORTS TO:  Deputy Director

TO APPLY

Please note, incomplete applications will not be considered. Email a resume, letter of interest, and 3 references to:

Megan Boyce-Jacobs
Deputy Director
Oxbow Farm & Conservation Center
megan@oxbow.org

Please write “Administrative Associate” in the email subject line and include where you found this position in the message body.

Deadline to apply: We are looking to fill this position immediately and it will be open until filled. Applications will be processed as they are received.