Robert W. Monk Gardens, Inc. d/b/a Monk Botanical Gardens


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Administrative Assistant/ Volunteer Coordinator

Job Title

Administrative Assistant/ Volunteer Coordinator

Job Qualifications

Duties and Responsibilities:

Administrative Support
This position is responsible for providing general administrative support as needed, including but not limited to:
Purchase office supplies.
Prepare for Board of Directors meetings by printing agendas, minutes, and other documents.
Create and maintain filing systems, both electronic and physical
Coordinate benefits for staff.
Serve as the first point of contact for the organization.
Work with Development Director to manage donor database (Bloomerang).
Manage, repair, and maintain office equipment, including computers, phones, and printers.
Perform general administrative support.
Book all education and rental programs.
Schedule appointments for ED as needed
Pick up and distribute mail.
Write and edit documents from letters to reports and marketing materials.

Make bank deposits.
Upload and code bills.
Upload online recurring payments (WPS, Spectrum, etc).
Upload all investment documents.
Create invoices in QB.
Other tasks as needed.

Special Events/Education
Coordinate MBG tabling at community events and expos.
Assist with invoices and booking of Sprouts Garden Preschool.
Assist with coordination of event/program logistics as needed.

Assist with print and electronic newsletters.
Coordinate and conduct website updates.
Assist with social media postings.
Assist with donor communications, including appeal and thank you letters.
Coordinate bulk mailings.
Maintain organizational archives.
Maintain Executive Director’s meeting schedule.

Develop and maintain comprehensive recruitment, orientation, training, retention, and recognition plan for individual and group volunteers to ensure that all volunteers are knowledgeable and feel valued. Supervision of volunteer efforts is delegated to the team where the volunteers are assigned.
Develop and maintain strong, positive relationships with collaborative partners, ensuring that mutually agreed-upon expectations are being met.
Collaborate with program and development leadership in developing and maintaining a comprehensive list of involvement opportunities throughout the organization for individual and group volunteers and collaborative partnerships.
Develop and maintain complete and accurate records, including volunteer policies, procedures, position descriptions, standards of conduct, and, where applicable, criminal background checks.
Develop and provide management monthly and annual reports on all individual and group volunteer activities to include number of volunteers, number of hours, and in-kind contribution value of service.
Develop and maintain collegial relationships with peers in the field and area volunteer organizations to ensure best practices for our volunteer and collaborative programs.
Provide primary leadership at fairs, festivals, schools, corporations, etc., in promoting the Gardens.
Develop and maintain appropriate collateral materials for the recruitment of volunteers.
Conduct agency tours as needed.
Serve as the primary point of contact for all requests to volunteer/collaborate including, telephone, voice mail, email, and written requests and ensure a timely response.

Site Rentals
Be the primary contact for all rental inquiries and processing.
Provide onsite tours as needed.
Complete rental contracts, send invoices, and process all payments.
Work with AC& Sons to coordinate the installation of rental equipment.
Promote private rentals through social media, attending expos, print, and other methods as needed.
Hire, train and schedule rental associates.

Take on additional tasks as directed by the Executive Director

Education and Experience

Minimum two years related experience; nonprofit experience a plus.
Associate’s Degree preferred in a related field.
Proficiency with spreadsheets, databases, and word processing.
Proficiency in Google Drive a must.
Familiarity with QuickBooks online a plus.
Strong interpersonal skills.
Ability to multi-task and prioritize in a dynamic work environment.
Strong attention to detail and ability to work as a team member with minimal supervision.
Solid written and oral communication skills and excellent phone manner.
Ability to develop effective work plans, organize details, set priorities, and meet deadlines.
Ability to operate and troubleshoot standard office equipment.
Interest in and commitment to MBG’s mission.

Position Application

To apply email cover letter -this should serve as an example of your writing skills, resume, and contact information for three references to Darcie Howard, Executive Director, Deadline for applications Jan 7, 2022.

Monk Botanical Gardens is committed to creating a diverse environment and is proud to be an equal opportunity employer. We believe inclusion and diversity within our staff, board, volunteers, and visitors is essential to our success. Monk Botanical Gardens recruits, employs, trains, compensates, and promotes regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law.