Administrative Assistant/Camp Registrar

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 160,000 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 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 and community preschool families while managing office duties and registration. This position will be based at our Drumlin Farm Sanctuary in Lincoln, MA but will be supporting our other sanctuaries in-person. Through our three sanctuaries, we offer 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 provide administrative support to the Metro West Education Department, with a focus on camp, vacation week, and our nature preschool programs. Duties include office administration, registration of programs, public/community relations, budget support, and providing excellent customer service through phone, email, and in-person communications, while projecting a professional image of Mass Audubon. This position will also support other program registrars as needed.

Application Instructions
Please submit a resume and cover letter with your ADP application.

Responsibilities

Perform a variety of administrative duties including, but not limited to:

• Register families for programs via 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 phone and email interaction
• Send program and balance reminders and follow-up emails to participants
• Process withdrawals and contact waitlisted families to fill programs
• Assist in seasonal 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 (i.e. CORI, SORI, training certificates)
  • Record, file, summarize, and prepare reports related to camper registrations including health forms
• Manage enrollment and tuition payments for our community preschool
• Participate in other related sanctuary events as needed
• Coordinate the medical supply ordering for our regional sanctuaries
• Work effectively in a busy, sometimes loud, shared office space
• Serve as a relay point for communications between 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
• Manage financial aid applications and payment plans for camp
• Support requests for financial information for the budget process
• Recommend, make, and track purchases as needed for camp

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 Haves

• 1-2 years of customer service-related experience
• Strong verbal and written communication skills, as well as organizational skills. Proficiency in MS Word, Excel, database management software, 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
• Ability to travel between sanctuaries

Nice to Haves

• Associate degree or higher
• Preferably has interest in environmental issues and/or natural history
• Valid driver’s license and ability to travel within Massachusetts

Compensation, Benefits and Perks
This position’s pay range is $19.50-$21.60/hour; actual salary will reflect level of experience and qualifications relative to position requirements. 

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 13 paid holidays (holidays may shift annually due to where days fall within calendar).

Work Schedule
A typical weekly schedule is 40 hours per week, Monday through Friday. There is some seasonal variation in work hours: for February and April vacation weeks, hours are 8:00am-4:00pm; Mid-June through Mid-August while camp is in session hours on-site are 8:00am-4:00pm (flexible schedule between Drumlin, Habitat and Broadmoor). From mid-September through May, daily hours have some flexibility to meet an individual’s needs. Flexibility is needed for occasional evening and weekend events.

Other Requirements
Employees must successfully complete a CORI and SORI Background Check and a Motor Vehicle Record (if applicable) is required.