Administrative Coordinator

Job Title: Administrative Coordinator

Reports to: Office Manager

Time of Work: Full-time, salaried

Classification: Non-exempt

Start Date: Oct/Nov

Location: Lander, WY

Deadline to Apply: Application review will begin on Oct 6, and be accepted until the position is filled.

Starting salary: Competitive and comprehensive benefits, time off, and compensation package, and a salary range of $46,000 – 50,000.

About the Organization 

The Wyoming Outdoor Council is the state’s oldest independent conservation organization. We advocate for Wyoming’s environment and communities using multiple knowledge systems and evidence-based practices to ensure comprehensive and long-term solutions.

We seek to enact lasting change that protects the land, wildlife, clean air and water we depend on, meet people where they are, ensure diverse perspectives are part of the conversation, build coalitions, and practice reciprocity.

The Wyoming Outdoor Council offers a flexible workplace with competitive compensation and benefits. Benefits include:

• Health insurance premium covered at 100% for employees and 50% for dependents, spouses, and domestic partners
• 100% of employee vision, dental, and disability premiums paid by WOC
• 403(b) retirement plan with up to a 5% match, after 3 months of employment
• 12 days of paid wellness/sick leave per year
• Vacation accrual starts at 15 days per year
• 2 paid discretionary days per year
• 11 paid holidays
• Paid religious observance leave upon approval by the executive director
• A cell phone stipend
• 12 weeks of paid family leave (available twice, after 18 months of employment)
• 8 weeks of paid sabbatical leave (available every five years with approval by the executive director)

The Outdoor Council is an equal opportunity employer. We prioritize fairness in salaries across the organization. We are committed to building a diverse staff, board of directors, and an organizational culture of equity & belonging where we live our values.

The scope of this position’s responsibilities may change depending upon experience

Our Values

• We are dedicated to protecting Wyoming’s environment and quality of life now and for future generations.
• In our conservation work, we lead with humility. We value diverse perspectives. We are solutions oriented.
• In our words and actions, we contribute to a respectful and equitable workplace where everyone feels a genuine sense of belonging.
• We seek creative solutions to tough problems. We are flexible and willing to change course if something isn’t working.
• With kindness and honesty, we communicate directly. We respond to feedback with openness and a growth mindset.

About Your Role

You will be a member of our administrative team and help support the overall conservation and fundraising work at the Outdoor Council. You will work closely with the office manager and associate director.

You will: 

• Greet incoming visitors and ensure their needs are met.
• Responsible for opening and closing the office.
• Process incoming mail and packages, including entering donations into CRM.
• Follow-up with supporters and vendors regarding returned mail.
• Serve as point person for all facility needs for staff
• Responsible for trash removal, recycling, stocking food and office supplies, general office organization and cleanliness.
• Responsible for overseeing and maintaining organization within the garage.
• Coordinate groundskeeping with contracted landscapers.
• Maintain snow and ice-free pathways and parking areas using a snow shovel and electric snow blower.
• Track and manage WOC vehicle maintenance and registrations, including overseeing use of the EV charging station.
• Assist with bookkeeping, daily financial processes, audit preparation, and maintain petty cash/event change.
• Support office manager with filing, accounts payable, and Executive Director expense reporting.
• Coordinate with the office manager to process staff monthly expense reports.
• Provide Office Manager with accounting reports from CRM.
• Support office manager with event set up, clean up, and merchandise sales. (Some statewide travel using an Outdoor Council vehicle may be required.)
• Ensure bank deposits are made weekly.
• Oversee the use of the Outdoor Council’s publicly-shared meeting space including online booking and communication with users.
• Maintain current merchandise inventory.
• Maintain event bins and resources for staff
• Monitor and address needs in WOC’s organizational email.
• Support onboarding and offboarding of staff and board.
• Assist with data entry projects as needed.
• Assist with regularly scheduled publication mailings.
• Serve as back-up for Technology and Systems Coordinator in setting up technology for internal meetings.
• Support all staff as needed.
• Support the work of equity and belonging at WOC.
• Attend and participate in annual staff retreat and in-person staff days.
• Other duties as assigned.

About You

You love working in a collaborative team, but are self-driven, organized, and able to take ownership and leadership over your projects to make them your own. You take pride in the quality of your work, making sure that detailed instructions are followed consistently.

You enjoy routine work with seasonal ebbs and flows. You have a good sense of humor and are easy to get along with. You value the importance of doing a job well and on-time. You enjoy pitching in to help others when needed. You can handle multiple projects at the same time. You are good at asking for help when you need it.  

You have experience working with databases and value the importance of maintaining consistent data entry processes. You are experienced working on Macs and with the standard suite of office tools and technology. You aren’t afraid to learn new systems. You are either comfortable with, or comfortable learning, how to share documents and other files in the Google Suite collaborative work environment. You are comfortable with mail merge in Word. You can create and maintain spreadsheets with great attention to detail. 

You have a valid driver’s license, and a clean driving record.

You are committed to the mission of the Wyoming Outdoor Council and will support and contribute to our equity and belonging work.

We strongly encourage applicants from underrepresented groups to apply, and please note you do not need to meet all the criteria listed in order to be considered for this position. Research shows that many marginalized communities are less likely to apply for jobs unless they meet each and every requirement. At WOC, we are committed to building a diverse, inclusive, and equitable workplace. You may be the perfect candidate for this role even if your resume doesn’t perfectly align with every item in the job description.

Physical Demands

These physical demands are representative of those met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to hold objects, writing instruments, the telephone, or other materials. The employee is frequently required to reach with hands and arms and use a keyboard. The employee is required to stand and walk regularly throughout the campus.

The employee must occasionally lift and/or move up to 50 pounds, shovel snow, and use an electric snowblower. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.