Administrative Assistant

Summary of Position

North Cascades Institute seeks an organized, detail-oriented, customer service-minded individual to work with our administrative team. The Seasonal Administrative Assistant is responsible for interfacing between the public and the Institute via phone or email to provide full program information and registration assistance. The primary focus will be on Adult and Family Programs (AdFam) and Skagit Tours. They will work closely with managers and coordinators from the administrative team, and the AdFam team. The Assistant is supervised by the Administrative Coordinator and the Finance Director.

Required Qualifications

• Ability to work well under pressure and to move from task to task with frequent interruptions
• Excellent communication and customer service skills
• Detail-oriented and accurate
• Self-motivated – able to work both independently and collaboratively within a team environment
• Proficient in Google Workspace
• Basic knowledge of Excel and Word
• Passion for the Institute’s goal to connect people, nature and community
• Commitment to building a work environment that is welcoming and inclusive to all
• Valid driver’s license with no more than one moving violation or a single serious offense within the last three years or any single alcohol or drug-related offense within the past five years
• Final offers of employment are contingent upon the successful completion of a background check that may include employment history, national criminal background check, national sex offender registry search and a driving history check

Preferred Qualifications

• Experienced using Salesforce database
• Experience using databases to track registrations and payments
• Experience working with diverse constituents

Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Serves as the main point of contact for Skagit Tours and responds to daily emails and occasional phone calls regarding questions and information about Skagit Tours and other Institute programs.
• Registers participants for Skagit Tours and Institute programs, processes payments and enters participant information into the Salesforce database. Follows up with confirmation emails and detailed tour/program information
• Maintains data integrity of registered participants for information transfer to key program and facilities staff (tour guides, Finance Director, etc.) and generates weekly and monthly reports
• Creates daily Skagit Tour rosters for tour guides
• Assists administrative team with daily registration income reconciliation report
• Assists marketing team in entering new leads
• Performs other duties as assigned by Administrative Coordinator, Finance Director or Associate Director

Working Environment

• This work is predominantly performed in an open office setting at a computer workstation at the Sedro-Woolley office. While based at the Sedro-Woolley office, a mix of in-person (at least 1 day/week) and virtual work is expected, following the general weekly schedule.
• This position may require occasional travel by car to the Environmental Learning Center to gain an understanding of how Skagit Tours and other programs run.

Physical Demands

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee will be required to:

• Sit, talk, and hear, use hands and fingers to operate office equipment

Compensation

This is a seasonal part-time, non-exempt position with a work schedule of 24 hours per week. Work from home 4 hours a day Monday, Wednesday, Thursday and Friday, and 8:30 am – 4:30 pm in our Sedro-Woolley Administrative Office on Tuesdays. The pay rate is $20.00 per hour.

Benefits include the following:

• Sick leave: accrued at the rate of .04615 per hour
• Vacation leave: accrued at the rate of .01925 per hour
• Employees working at least 20 hours per week have the option to defer compensation as a pre-tax deferral in our retirement plan
• Ability to participate in Institute pro deals

Benefits are prorated for employees working less than 40 hours per week. Employees are responsible for their own health insurance.

Start Date

June 1, 2025

Job Duration

June 1, 2025 – September 5, 2025 (some flexibility allowed)

Equal Opportunity Employer

Recruiting and retaining a diverse workforce is a high priority at North Cascades Institute. The Institute does not discriminate on the basis of race, color, national origin, religion, sex, gender, gender expression, gender identity, sexual orientation, physical or mental disability, military, genetic information, ancestry, marital status, age, citizenship or any other basis prohibited by law in any of its policies or programs.

About North Cascades Institute

North Cascades Institute’s mission is to inspire environmental stewardship through transformative learning experiences in nature. Since 1986, we have helped connect people, nature and community through science, art, literature and the hands-on study of natural and cultural history. Our goal is to help people of all ages and backgrounds experience and enjoy the mountains, rivers, forests, people and wildlife of the Pacific Northwest – so all will care for and protect this special place.

North Cascades Institute is a respected leader among U.S. environmental education organizations, and we believe that sustainable communities are built on healthy environments, vibrant economies and social equity. The Institute is in sound financial health with a $4 million budget and strong reserves, and 22 four-star ratings with Charity Navigator for sound fiscal management and commitment to accountability and transparency.