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North Carolina Office Manager & Administrator
Chapel Hill, NC
Job Description
POSITION SUMMARY:
Manages the operations of the North Carolina Office of The Conservation Fund (The Fund), which includes Conservation Acquisitions, Natural Capital Investment Fund, Resourceful Communities, Strategic Conservation Planning, and Working Forest Fund team members. Works with finance, real estate, legal, administrative and technical staff, consultants and public and private partners. Serves as point of contact with the Fund’s national office staff and senior managers. Must be able to work both independently and on teams, and to provide multiple levels of support to diverse programs of The Fund. As this is the first point of contact for many people who call or visit The Fund’s North Carolina office, it is very important for the person in this position to have a pleasant, welcoming and helpful attitude. This position is located in The Conservation Fund's Chapel Hill, North Carolina Office.
Primary Responsibilities
OFFICE MANAGEMENT DUTIES:
OFFICE MANAGEMENT/ ADMINISTRATION:
INFORMATION TECHNOLOGY:
PROGRAM & PROJECT SUPPORT:
Desired Background and Personal Attributes
PHYSICAL/MENTAL REQUIREMENTS:
The ideal person for this position must be able to lift up to 25 pounds, be flexible and possess a can-do attitude. Valid NC driver’s license required.
The Conservation Fund, as an equal opportunity employer, to promote diversity in the workplace and within organizational leadership, including race, color, religion, sex, gender, sexual or gender identity or expression, age, national origin, military/Veteran status, or disability.
The Conservation Fund, a Non Profit Corporation, is an Equal Opportunity Employer who fully and actively supports equal access for all people regardless of Race, Color, Religion, Gender, Age, National Origin, Veteran Status, Disability, Genetic Information or Testing, Family and Medical Leave, Sexual Orientation and Gender Identity or Expression and prohibits retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or practice in the investigation of any complaint, or otherwise oppose discrimination.
Manages the operations of the North Carolina Office of The Conservation Fund (The Fund), which includes Conservation Acquisitions, Natural Capital Investment Fund, Resourceful Communities, Strategic Conservation Planning, and Working Forest Fund team members. Works with finance, real estate, legal, administrative and technical staff, consultants and public and private partners. Serves as point of contact with the Fund’s national office staff and senior managers. Must be able to work both independently and on teams, and to provide multiple levels of support to diverse programs of The Fund. As this is the first point of contact for many people who call or visit The Fund’s North Carolina office, it is very important for the person in this position to have a pleasant, welcoming and helpful attitude. This position is located in The Conservation Fund's Chapel Hill, North Carolina Office.
Primary Responsibilities
OFFICE MANAGEMENT DUTIES:
OFFICE MANAGEMENT/ ADMINISTRATION:
- Serves as primary contact for office visitors, deliveries, and solicitations.
- Purchases supplies, equipment and furniture as needed for office, programs and projects.
- Maintains office machines, including computers, printers, copiers and postage, and arranges for service as needed.
- Coordinates with vendors and service technicians to maintain and upgrade office computers and server as needed.
- Primary point of contact with landlord regarding building maintenance issues.
- Provides new employees, interns, volunteers and/or consultants office key, parking permit, access to local server, as appropriate. Updates employee/ office manuals and new hire process as needed. Maintains confidential personnel files (as needed and) as outlined in The Fund's policies and procedures.
- Picks up mail at post office daily; sorts and distributes. Processes outgoing mail, express mail and other shipments, including Federal Express, UPS and any other shipping services required.
- Provides administrative support to the North Carolina Office staff including, but not limited to, organizing and maintaining accurate filing systems as needed, managing car rental accounts, maintaining office calendar, scheduling staff meetings, and coordinating staff lunches and holiday events.
- Performs other office management duties and administrative duties as needed for efficient, effective operation of office and programs.
INFORMATION TECHNOLOGY:
- Serves as chief proctor for maintenance of onsite computer server.
- Coordinates with The Fund’s IT Department and with computer services vendor to maintain server, back up files, and troubleshoot staff technology issues.
- Coordinates with The Fund’s IT Department on Office 365 Cloud Services and other enterprise software; provides software support to program staff as needed
- Manages bills for office expenditures. Prepares check requests for payment of expenditures. Allocates expenses among The Fund’s NC-based programs as appropriate.
- Coordinates with The Fund’s national office finance staff on financial matters.
- Works with State Director to prepare annual budget for North Carolina office and tracks expenditures.
PROGRAM & PROJECT SUPPORT:
- Assists State Director in drafting applications and reports for grants.
- Assists program staff in tracking project budgets, expenses, and revenues. Prepares invoices and financial reports for projects as needed.
- Prepares and manages contracts for office-related consultants and other professional service providers for some NC programs.
- Prepares correspondence, travel reports, etc. as needed and performs editing and/or review as necessary.
Desired Background and Personal Attributes
- Must have at least 4 years’ experience, with excellent track record of working both independently and on teams, and maintaining a well-organized office in the absence of supervisor.
- Must have excellent word processing skills. Must be proficient with Office 365. Basic familiarity with accounting, publishing and presentation software.
- Must have excellent oral and written communication skills. Training or experience in the following is a plus: real estate, law, land and water conservation, community development, geographic information systems, budgeting, project management, and human resource management.
- Must be diplomatic, diligent and willing to assist others.
- Must have excellent customer service skills.
PHYSICAL/MENTAL REQUIREMENTS:
The ideal person for this position must be able to lift up to 25 pounds, be flexible and possess a can-do attitude. Valid NC driver’s license required.
The Conservation Fund, as an equal opportunity employer, to promote diversity in the workplace and within organizational leadership, including race, color, religion, sex, gender, sexual or gender identity or expression, age, national origin, military/Veteran status, or disability.
The Conservation Fund, a Non Profit Corporation, is an Equal Opportunity Employer who fully and actively supports equal access for all people regardless of Race, Color, Religion, Gender, Age, National Origin, Veteran Status, Disability, Genetic Information or Testing, Family and Medical Leave, Sexual Orientation and Gender Identity or Expression and prohibits retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or practice in the investigation of any complaint, or otherwise oppose discrimination.
Special Notes/Instructions
Interested/qualified candidates should send their resume and cover letter with salary requirements to: careers@conservationfund.org or fax to: (703) 525-4610.
Job Summary
Start Date
ASAP
Employment Term and Type
Regular, Full Time
Hours per Week
37.5
Salary and Benefits
For additional information about The Conservation Fund, visit our website at www.conservationfund.org. We offer an excellent benefits package including medical, dental and life insurances; 403(b) plan; paid vacation, sick leave and holidays.
Required Education
Bachelor's Degree
Required Experience
4+ years
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