APALACHICOLA RIVERKEEPER
ADMINISTRATIVE DIRECTOR
OVERVIEW OF JOB DUTIES
REPORTS TO: Board of Directors
HIRED BY: Board of Directors
SUPERVISES: Administrative Assistant, Volunteers, Interns
STATUS: Full time/exempt
SALARY: Negotiable
OVERVIEW: Oversee the administrative functions of the non-profit organization.
Improve the Effectiveness and Ensure the Success of the organization
I. Board/board committee meeting coordination, administrative and communication support
• Respond effectively to the Board of Directors collectively and individually
• Represent the board, board interests and mission to the public
• Prepare all meeting materials, including the agenda and set of current financials for the bi-monthly board meetings (exception is Riverkeeper’s report)
• Send reminders/calendar invites to board and individual committee members
• Provide tools and administrative support to assist with inter and intra-board communications and policy development and direction
II. Fundraising and Donor Management
Development (organizational fundraising)/Budget Management:
• Assist in planning annual organizational budget in conjunction with fundraising goals
• Work effectively with Executive Director/Riverkeeper and Board of Directors to set fundraising goals, establish annual fundraising plans and pursue all appropriate and effective fundraising opportunities and partnerships
• Assist in review of monthly revenue and expenditures reports
• Assist in the planning and implementation of fundraising and outreach events
Donation Management:
• Monitor incoming donations and oversee efficient/accurate input into donor database
• Complete regular bank deposits/reports
• Draft original thank you letters for automated printout
• Coordinate the signing and personal messaging of major donor thank-you letters
• Draft and send personal note cards to donor’s special circumstances, e.g., large donations, contribution in response to a personal request for a donation, etc.
• Problem solve donor/donation issues/questions effectively and in a timely manner
• Process special requests from members, e.g., gift memberships, in memoriam (writing personal letters to donors and those on whose behalf they are donating
Grant writing:
• Research new grants likeliest to fund organization
• Draft Letters of Interest to potential grantors
• Draft and submit grants to current foundation donors by stated deadlines
• Follow-up on grant requests
• Follow-up on approved grants – write original thank-you letters etc.
• Draft and submit required reports on grants/monies received
• Report regularly on grants/grant writing to Board of Directors
Community Partnership, Public Relations, and Fundraising Event Coordination:
• Represent organization effectively and assure positive interactions with visiting public during office hours
• Promote organizational mission within community and build and maintain organization as an effective, involved and responsible business partner
• Assist in recruitment of community business partners to co-sponsor event fundraisers
• Plan and coordinate event fundraisers, including local and out-of-town fundraising events
• Market, advertise and promote partner businesses raising funds for Apalachicola Riverkeeper
• Assist Board members with Board sponsored events;
• Provide needed support/coordination/assistance with board-led fundraising efforts and monthly outreach and education
III. Outreach and Member Management Membership:
• Create annual membership renewal lists
• Communicate effectively and regularly with members
• With Board, develop and maintain membership policies
Digital/Social media & website content management:
• Create professional content for social media intended to engage and update the public on current events impacting the river and bay promote the organization and its mission and generate memberships and donations
• Update organizational website content to maintain a vibrant and up-to-date virtual presence
• Resolve issues associated with public/virtual interactions, e.g., accurate and secure donation process via River keeper website,
• Maintain organizational content on external sites
Programs:
• Consistent with Board priorities and Executive Committee direction, provide administrative support, logistical coordination and technical consult to the Riverkeeper and for all programs and organizational initiatives as requested
Print Publications:
• Oversee, assist with draft/edit/review of all non-routine written organizational, staff, and Board communications intended for external use
IV. Office Management:
Daily Operations:
• Ensure the following essential tasks are carried out routinely
o Set staff coverage during office hours
o Respond to public questions regarding program initiatives
o Maintain phone coverage and respond to messages
o Respond to email, including public Riverkeeper email
o P.O. Box mail pick-up and all office inventory deliveries
o Manage office equipment and IT, including firewall and password maintenance for all computers, purchase of all new equipment and repairs to current equipment, and update/purchase software
o Maintain/organize intranet shared drive of archived organizational information
o Maintain and order office supplies
o Maintain organized office environment, including janitorial duties
o Process invoices and bills in a timely manner
o Monitor office inventory, including sales items
o Maintain petty cash drawer
Staff/volunteer supervision:
• Meet regularly with the Riverkeeper/ED, other staff and volunteers to improve organizational and office processes
• Supervise administrative assistant, volunteers, interns, and contractors
• Set own and staff and volunteer work schedules to assure deadlines are met and the public is served
Contract management:
• Manage all organizational, project and personnel consulting contracts and sub-contracts to include maintaining professional project management files (fit for audit), deliverable schedules, team meeting coordination and monitoring contract deliverables delivery and invoice and payment processing to contractors
REQUIRED EDUCATION, SKILLS, & EXPERIENCE:
• 4-year university degree, or equivalent experience;
• Minimum of three-years’ work experience in positions where primary responsibility is administration of office and related tasks; at least one year of supervisory experience;
• Ability to variously work independently, work in a team environment, work on short deadlines, work occasional, seasonal odd hours, and take direct instructions in a production-oriented work setting;
• Demonstrated ability to manage an office serving small-sized staff and Board;
• Strong demonstrated writing skills;
• Strong demonstrated computer skills;
• Exceptional communication and interpersonal skills;
• Demonstrated ability to develop and operate within budgets;
• Demonstrated experience with grant writing.
NON-DISCRIMINATION POLICY:
Apalachicola Riverkeeper is an equal opportunity employer and does not discriminate against employees or applicants based on race, religion, political affiliation, disability, national origin, gender, sexual orientation, or age.
APPLICANTS
Send resume and letter to: [email protected]
