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Administrative Assistant Camp/ Camp Registrar

Administrative Assistant/Camp Registrar
Location: Lincoln, MA
Sanctuary: Drumlin Farm

About Mass Audubon
Mass Audubon is the largest nature-based conservation organization in New England. Founded in 1896 by two women who fought for the protection of birds, Mass Audubon carries on their legacy by focusing on the greatest challenges facing the environment today: the loss of biodiversity, inequitable access to nature, and climate change. With the help of our 140,000 members and supporters, we protect wildlife, conserve and restore resilient land, advocate for impactful environmental policies, offer nationally recognized education programs for adults and children, and provide endless opportunities to experience the outdoors at our wildlife sanctuaries. Explore, find inspiration, and take action at www.massaudubon.org.

About This Position

Mass Audubon’s Metro West Region includes Broadmoor Wildlife Sanctuary in Natick, Drumlin Farm Wildlife Sanctuary in Lincoln, and Habitat Wildlife Sanctuary in Belmont. We seek a positive, customer-focused office administrator and registrar to provide excellent customer service to our camp families while managing office duties and registration. This position will be based at the Drumlin Farm site in Lincoln, MA. Through our three sites, Mass Audubon Metro West offers a wide range of farm and nature programs for all ages, including onsite and offsite summer camps, nature-based preschool, school and group programming, family programming and birding activities, among others. This position will focus on supporting our 3 camps, vacation weeks, and teen programs.

Job Summary
Provide administrative support to the Metro West Education Department, with a focus on the camp, vacation week and teen programs. Duties include office administration, registration for programs, volunteer coordination, public/community relations, and budget maintenance. Provide excellent customer service through phone, email, and in-person communications, while projecting a professional image of Mass Audubon.

Office Administration
Perform a variety of administrative duties including, but not limited to:
• Register families for programs via in-person, phone and email interaction
• Offer polite and professional customer service to all participants, families, and fellow staff members
• Respond to all registration and general camp communications in a timely manner via in-person, phone and email interaction.
• Assist in management and record-keeping of confidential human resources and participant information via paper and online systems
• Assist Metro West camp director team in collecting and filing staff human resources forms
• Record, file, summarize, and prepare reports related to camper registrations
• Work effectively in a busy, sometimes loud, shared office space
• Serve as a relay point for communications between Metro West camp director team, camp staff, and other sanctuary staff via phone, email and two-way radio
• Perform office duties such as creating copies, reading and routing incoming mail, and editing and transcribing documents, among others

Public/Community Relations
• Act as receptionist as needed answering general inquiries about Mass Audubon and routing questions to appropriate departments
• Professionally represent Mass Audubon at public events, offering information and answering questions in a customer focused manner

Financial Duties
Maintain financial records for the unit, including, but not limited to:
• Preparing and submitting business office invoices and other forms
• Tracking expenses and reconciling unit income and expense summaries with office records
• Manage financial aid applications and payment plans for camp
• Manage petty cash, recommend and make purchases as needed for camp and office supplies
Support other program registrars as needed and assume other responsibilities as requested.

Qualifications
At Mass Audubon, our highest priority is finding the best candidate for the job. Research has shown that people of color and women are less likely to apply for jobs if they don’t believe they meet every one of the qualifications described in a job description. We encourage you to apply, even if you don’t believe you meet every one of our described qualifications or you have a less traditional background. We are looking for applicants with the following qualifications:

Must Have’s:
• One year related experience, preferably Associate’s degree or higher
• Strong verbal and written communication skills, as well as organizational skills. Proficiency in MS Word, Excel, and Outlook and/or Google suite.
• Flexibility and ability to respond to rapidly changing priorities, meet deadlines, and work as an effective team member
• Ability to relate to and work with a diverse range of people and exercise cultural awareness and inclusion
• Ability to successfully complete Community First aid/ CPR class, offered by Mass Audubon at no cost
Nice to Have’s:
• Preferably has interest in environmental issues and/or natural history
• Valid driver’s license and ability to travel within Massachusetts.

Compensation & Benefits
This position’s base salary range is $18.35 – $20.57 per hour; actual salary will reflect level of experience and qualifications relative to position requirements.

Benefits and Perks:
Benefits eligible staff at Mass Audubon may elect to enroll in medical, dental, and vision plans. Mass Audubon also offers disability and life insurance plans, a retirement plan through MetLife, and Flexible Spending Account options. Mass Audubon employment also includes access to an Employee Assistance Program (EAP) and the Reciprocity Agreement through the Consortium of Non-Profit Arts/Cultural/Environmental Organizations of New England. Mass Audubon employees also enjoy 12.5 paid holidays (holidays may shift annually due to where days fall within calendar).
Additional Information

Work Schedule:
40 hours per week, Monday through Friday
Times vary depending on the time of year:
• February & April vacation weeks 8 am – 4 pm
• Mid-June through Mid-August, while camp is in session hours will stagger with seasonal administrative staff to cover full camp day including before and after camp programming.
• From mid-September through November, daily hours have some flexibility to meet an individual’s needs.

Other Requirements:
Employees must successfully complete a CORI and SORI Background Check and a Motor Vehicle Record (if applicable) is required.
COVID-19 Considerations
Mass Audubon requires that all staff, regardless of their work location, disclose their vaccination status. Proof of vaccination status will be required immediately upon hire.
Mass Audubon’s Commitment To Diversity, Equity, Inclusion, & Justice
Mass Audubon’s mission is to “protect the nature of Massachusetts for people and for wildlife” by building a strong coalition of employees, volunteers, and community members. We recognize that the environmental movement and field of conservation have been affected by societal systems that have limited opportunity and access for many people. As a result, Mass Audubon is committed to creating an inclusive environment for all employees and applicants. We are engaged in an ongoing process of organizational assessment and change, designed to remove barriers and create a workplace where all forms of diversity are recognized and valued.

Equal Employment Opportunity Statement
Mass Audubon is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and applicants. Mass Audubon prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

How To Apply
Please send resume and letter of interest to:
Robin Stuart , Regional Education Manager
rstuart@massauudbon.org

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