Job Posting for Administrative Assistant at Kalamazoo Nature Center

Title: Administrative Assistant – Facilities Management & Learning and Engagement

Supervisors: Director of FM and VP of LE

Classification: Full Time, Regular, Non-Exempt

Schedule: Typically Mon-Fri, 40 hours a week

Compensation: 14-16/h depending on experience

Benefits: Medical, Dental, Vision, PTO, IRA with 3% match

The Kalamazoo Nature Center (KNC) is a not-for-profit organization whose mission is to create relationships and experiences that welcome and inspire people to discover, enjoy, value, and care for nature. Recognized by its peers as one of the top nature centers in the country, the Kalamazoo Nature Center is located on 1,100 acres of wooded, rolling countryside and includes over 14 miles of hiking trails winding through some of the most magnificent habitats in Michigan.

Because we value the strength diversity brings to the workplace, the Kalamazoo Nature Center is committed to the recruitment, retention, and development of a workforce that reflects the society in which we live.

Job Summary:

As an Administrative Support for the Facilities Management and Learning & Engagement departments, you will play a crucial role in ensuring the seamless coordination, organization, and execution of various administrative tasks critical to these departments' operations. You will facilitate communication, project tracking, and maintain essential paperwork to support the Kalamazoo Nature Center's mission. Your time will be split between the two departments at about a 50/50 ratio.

Duties/Responsibilities:

Scheduling: Coordinate and communicate schedules for programs and projects. Keep calendars up to date with meetings, programs, and projects. Manage bookings for spaces and resources necessary for programs and projects.
Communication: Facilitate effective communication among staff members within and between departments, as well as with external partners and clients. Distribute relevant information, memos, and updates to the concerned teams. Assist in maintaining open channels for cross-departmental collaboration.
Project Tracking: Monitor and track progress and budget on various ongoing projects. Update project status reports and timelines. Assist in coordinating tasks and resources to meet project deadlines.
Paperwork and Documentation: Complete paperwork, permits, and compliance documentation as needed. Ensure accuracy and compliance with relevant regulations. Maintain organized document retention.
Vendor Communication: Support communications with vendors, suppliers, and service providers. Obtain quotes, negotiate contracts, and oversee vendor relationships. Ensure timely delivery of services and products.
Participation: Attend and participate in All Staff Work Days and All Staff Meetings, in addition to some larger annual KNC events such as Maple Sugar Festival.

Preferred Skills/Abilities:

Excellent verbal and written communication skills.
Strong organizational skills and attention to detail.
Ability to prioritize tasks.
Time management skills with a proven ability to meet deadlines.
Ability to function well in a high-paced and dynamic environment.
Proficient with Microsoft Office Suite or similar software.
Must pass a pre-employment background check and have a valid driver’s license.

Education and Experience:

High school diploma, or equivalent.
At least one year related work experience required.
Experience in developing and implementing successful record keeping systems.

Working Conditions:

Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 30 pounds at times.

The Kalamazoo Nature Center provides equal employment opportunities to all employees and applicants for employment and 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.

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Administrative Assistant

Job Posting for Administrative Assistant at Kalamazoo Nature Center

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