Arboretum Office Coordinator

Position Title Arboretum Office Coordinator Department Arboretum -Group Pay Type Non Exempt Appointment Type (A) Continuing Full-Time Hours Per Week 20 Number of weeks 52 weeks per year other - # of weeks 52 Benefits Eligible Full Benefits Geographical Regional Qualifies for Relocation Reimbursement No Work Schedule

Job Description

General Scope of Duties

The Office Coordinator is responsible for the oversight and implementation of the administrative responsibilities of Connecticut College Arboretum. The Coordinator plays an indispensable role as an Arboretum ambassador to the College and local community and acts as liaison for the business needs of the department. They undertake strategic thinking in collaboration with departmental leadership to develop strategies aimed at fulfilling the Arboretum's Mission and the College's Master and Strategic Plans. The Coordinator maintains budget records, processes invoices, coordinates procurement, maintains members database, processes work orders, coordinates web site and social media updates, provides information for general inquiries via email, phone, and in person. Relieves Arboretum officials of clerical work and business detail. Works under general supervision and reports to the Assistant Director.

General Duties and Responsibilities

• Keeps track and process all department payments, invoices, budget expenditures, income, customer billing, charitable gifts and payroll. Reconciles these with Banner accounting software. Identifies strategies and opportunities for expansion of earned income.

• Coordinates departmental procurement needs. Identifies vendors, companies and contractors for purchasing and sourcing of materials, equipment, supplies and services for the Arboretum. Function as primary contact and ensures fulfillment is met in the procurement process.

• Establishes and maintains files, records and databases concerned with projects, operating budget and endowed gifts.

• Coordinates the membership program (renewal notices, collecting dues and personal contact), and develops strategies for engagement and expansion. Maintains Arboretum membership database and mailing list in coordination with the Advancement Department.

• Develop and coordinate equipment inventories, maintenance schedules and implement organizational systems for electric/physical files and records.

• Prepare, review, copy and file a variety of correspondence, reports, forms, invoices, and documents and edit for grammar and mechanics (spelling, capitalization, punctuation).

• Coordinates program registrations and event logistics.

• Respond to calls, visitors and email inquiries by providing information/assistance and/or direct to appropriate personnel.

• Regularly updates Arboretum web site and social media sites.

• Open, distribute and file mail/correspondence.

• Set up meetings. Participate as necessary taking notes and providing input. Coordinate appointments and events calendars.

• Assist in preparation and implementation of Arboretum communications, annual report and mailings.

• Obtain knowledge about the Arboretum's operations, history and plant collections through education, reading and landscape tours. Use knowledge to answer questions about the Arboretum for the public.

Education and Skills

• Bachelor's Degree with training/experience in office Management required with 4-7 years of experience in administration.

• Strong written and verbal communication skills; strong knowledge of grammar and mechanics (spelling, capitalization, punctuation) to use in written documents.

• Ability to interact with a variety of people across the College and community and act as an ambassador for the Arboretum.

• Proficient in use of Microsoft Word, Excel, Access.

• Proficient with web editing and social media posting.

• Proficient with Adobe software including InDesign, Photoshop and Acrobat.

• Able to utilize College's accounting software (Banner), work order system (TMA) and time sheet system (Dayforce).

• Ability to create and maintain departmental budgets and membership databases.

• High integrity needed to handle confidential information.

• Knowledge of general office equipment.

• Attention to detail.

• Well-organized, able to work under pressure, plan and accomplish goals.

• No travel required.

Preferred Qualifications Physical Demands Driving Required No Salary Range $21.42 Covid Vaccine Information

Effective June 8, Connecticut College will no longer mandate the COVID-19 vaccine or boosters. The College strongly recommends that all students and employees be vaccinated and remain updated with their COVID-19 boosters

Applicant Credentialing Thorough applicant credentialing will be conducted on the selected candidate which will include criminal records check, DMV check and depending on the position psychological exam and pre-placement physical.

Posting Detail Information

Open Date 04/12/2024 Applications accepted through Open Until Filled Yes