Wednesday, January 25, 2012

Office Manager, Pittsburgh Botanic Garden - Pittsburgh, PA

Posted: 1/25/12

Office Manager
Job Description

JOB PURPOSE

The Pittsburgh Botanic Garden is currently being developed on 460 acres along the airport corridor near Settler’s Ridge. Phase one is scheduled to open in the spring of 2013.  It will be a unique cultural amenity for the city with inspirational displays of hardy plants, horticultural and environmental education, and research into regional botanical and conservation issues. The Garden is also committed to taking a leadership role in the stewardship of the natural world and healthy ecosystems. As part of the Garden’s management team, our Office Manager is responsible for the orderly operations of the office and the efficient management of financial recordkeeping and communications. This position reports to the Garden’s President, but works closely with other staff members and the Garden’s Board.

RESPONSIBILITIES

Manage Financial Information

• Monitor the Garden’s operating and capital improvement budgets
• Track financials in QuickBooks
• Accounts payable and receivable
• Manage contracts with Bookminders and Paychex
• Maintain financial records in preparation for the yearly audit
• Staff the finance committee and develop financial reports

Administrative/Office Management:

• Prepare for meetings of the Board of Directors, attend each bi-monthly meeting, take and distribute minutes
• Coordinate staff meetings
• Oversee distribution of mail and make bank deposits
• Maintain hard copy and digital filing system
• Maintain office supplies and oversee maintenance of office equipment

Communications:

• Oversee Garden’s mass communications  
• Distribute the Garden’s newsletters: Bloom and Stepping Stones
• Distribute e-mail blasts and other electronic mass communications
• Coordinate volunteers to help with office and site work, and maintain a registry of Garden volunteers
• Answer phone and greet walk-in guests

Events:

• Coordinate assembly and mailing of invitations and solicitations
• Help with set up and take down at all events
• Assist with other details of events and activities, as needed

 
EXPERIENCE AND QUALIFICATIONS

• Minimum of an associates degree in business management, finance, communications or related field
• 3 to 5 years of experience in administrative duties, accounting, and/or database management
• Proficient with QuickBooks, Microsoft Office, Outlook
• Excellent oral and written communications
• Demonstrated organizational skills and ability to work well with others
• Experience with non-profit record-keeping and management
• Familiarity with a donor database like Donor Perfect helpful
• Proven success in managing a variety of assignments simultaneously while maintaining strict attention to detail
• Flexible – self starter 

WORK CONDITIONS

• Primarily office work conditions with occasional outdoor work
• Occasional evening work for Board meetings, and weekends for events and volunteer site work activities
• Must be able to lift up to 40 pounds

TO APPLY: 

Qualified candidates should email their resume, cover letter and salary requirements to Marcia Clark at mclark@pittsburghbotanicgarden.org or mail to Pittsburgh Botanic Garden, 850 Poplar Street, Pittsburgh, PA 15220.

Please mention that you heard about this opportunity from Dewey & Kaye Jobs Watch in your cover letter when applying for this position.

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