Organization Description
The Arboretum Foundation, a non-profit membership organization, has provided stewardship for Washington Park Arboretum since 1935. The Foundation manages membership and volunteer programs, raises funds and provides public information services for the Arboretum. Events and programs include the Opening Night Party at the Northwest Flower & Garden Show, plant sales and a volunteer-managed greenhouse and gift shop. The Foundation raises funds for essential Arboretum operations and activities including arboriculture, maintenance, seasonal gardeners, education programs and collection restoration.
Position Description
The Operations Coordinator reports to the Executive Director and provides critical support to maintain a smoothly functioning office. This position requires someone who is willing to take on a wide variety of tasks and who enjoys being a “Swiss Army Knife”. The organization’s growth will provide natural opportunities to learn and grow and the position will require the ability to remain flexible and adaptable in regard to work assignments.
Reports to: Executive Director
Works Closely With: Development Director; Development Associate; Volunteer Manager; Events Team
Key Responsibilities: Data Management & Development (50%)
• Work with Development team and others to implement, and maintain systems and strategies for the efficient operation of the Raiser’s Edge database system. Serve as administrator to manage and maintain Raiser’s Edge database and train other staff on proper protocols and procedures.
• Process all gifts and memberships; enter information into the Raiser’s Edge database according to established codes and procedures in an accurate and timely manner.
• Produce acknowledgment letters for all gifts under $500.00 and ensure their timely mailing.
• Develops queries to extract donor information and design fundraising reports using Raiser’s Edge.
• Together with the Development Director and Finance Manager, perform reconciliation of donor gift data with financial reports.
• As time permits, clean up Raiser’s Edge database; verify information, correct records, remove outdated processes.
Key Responsibilities: Operations (50%)
• Serve as primary phone-answerer and ensure phones are covered during regular office hours.
• Develop, implement, and maintain systems and strategies for the efficient operation of the office, including, but not limited to: open, sort, and distribute mail; track and purchase office supplies; create and maintain electronic (shared) and paper office files; update staff phone list and emergency contact information.
• Provide administrative support to the Executive Director: manage files, draft routine correspondence, schedule meetings and venues, etc.
• Manage and update board and committee rosters and electronic records. Respond to board member inquiries; support the executive director in sending timely information to board members; prepare board materials.
• Create and maintain staff calendar, including scheduling rooms for staff meetings, board and committee meetings, annual meeting, etc.
• Provide desktop computer support for Arboretum Foundation Staff. Maintain network, computers and server; communicate with IT contractor in order to fix larger issues beyond the skill of office staff.
• Serve as the backup gift shop manager: Learning opening, closing, entering new inventory, weekly deposit reconciliation and maintaining/troubleshooting the computer system.
• Oversee office equipment and relationships with outside vendors, including phones, fax, broadband line, and photocopier.
• Process all data related to income from plant sales, Opening Night auction, and other special events.
• Assist with fundraising events and train teams of volunteers for events.
• Maintain Arboretum Foundation google grants account and other online marketing outlets.
• Work with City and the University of Washington Staff on issues concerning the Graham Visitors Center including maintenance, cleaning, scheduling, storage, emergency contacts and preparedness and other functions related to the building.
• Manage office-related lines of the budget; assist with annual audit reconciliation and documentation.
• Other Duties as assigned.
Compensation
• Compensation ranges between $40,000 – and $42,000 depending on experience.
• Benefits include medical and dental insurance, vacation & sick leave, 11 paid holidays, employee-contributed retirement plan.
• Position is full-time (40+ hours/week); ability to work some flexible hours, including occasional evening and weekends.
Desired Skills
• Excellent computer skills, specifically MS Office products (Excel, Word, PowerPoint), Adobe Suite and donor management software (Raiser’s Edge preferred).
• Ability to thrive and work effectively as part of a small team in a fast-paced and rapidly growing program, with limited instruction.
• Strong attention to detail and accuracy, the ability to prioritize and organize multiple projects, meet deadlines, problem-solve and multi-task.
• Excellent written and verbal communications skills.
• Ability to build rapport with donors, volunteers, and the public with diplomacy, discretion, and customer-service orientation.
• Motivated self-starter who wants to become an expert on non profit organization.
• Interest in gardening, horticulture and/or the environment, open space is preferred.
• Ability to lift up to 40 lbs.
Desired Experience
• Bachelor’s or Associates degree
• Experience working in a non-profit setting preferred
How to Apply
Screening will begin on Monday, June 20, 2016. Applications will be accepted until the position is filled.
Submit electronic resume and cover letter to:
Paige Miller
Executive Director
Arboretum Foundation
2300 Arboretum Drive East
Seattle WA 98112-2300
Email: pmiller@arboretumfoundation.org