JOB DETAILS

Title: Administrative Operations Coordinator

Department: Executive Administration

Location: Avon & Camp, office based, occasional travel

Reports To: People & Culture

Status: Full-time, Year-round

Classification: Exempt

Schedule: Weekdays, occasional weekends, evenings

Hours: 40

POSITION SUMMARY

Furthers the mission of Roundup River Ranch by supporting the administrative needs of People & Culture, the CEO and CFO, while also serving as the liaison to the Board of Directors.

ESSENTIAL JOB FUNCTIONS

CEO Support

• Provide CEO with collaborative partnership in all aspects of executive administration
• Works independently, exercises initiative, discretion and uses sound judgement to make informed decisions
• Schedules and supports CEO with quarterly Board of Directors meetings, including securing appropriate locations, A/V, IT and catering
• Handles expense reports including proper coding
• Supports preparation of Board and Committee materials and meeting minutes
• Supports Board Members and Committees with related administrative needs
• Manages Board of Directors roster, anniversaries and term recognition
• Ensures timely and accurate communication and follow-up with all internal & external stakeholders
• Maintains archives and records in an accurate and organized manner 

CFO Support

• Supports the CFO with general administrative needs including support with bookkeeping functions
• Supports the CFO with all-staff communications and needs related to timely revenue and expense reporting and follow-up
• Assist CFO with annual budget and related communications with key staff
• Support CFO with annual audit and tax return preparations

Avon Office Support

• Coordinate general Avon Office needs and supplies (e.g., cleaning, mail, security)

People & Culture

• Support onboarding processes for seasonal and full-time employees, ensuring timely completion and review of all required documents
• Assist with background checks and compliance tasks to support a smooth and secure hiring process
• Assist with year-round benefits administration, employee data maintenance and annual compliance requirements
• Support HR initiatives including engagement surveys, communications, and ongoing employee experience efforts

Misc

• Ability to research, compile, analyze and interpret data as directed by the CEO and/or CFO
• Lead quarterly Strategic Plan and Organizational Dashboard reporting
• Supports the People & Culture Generalist with staff anniversary and birthday acknowledgements 
• Supports Development and Camp Administrative positions to ensure administrative coverage across the organization
• Ability to be forward thinking and anticipate needs
• Cultivates exceptional working relationships with Board members, Committees, donors, staff and volunteers 
• Support the Embrace Joy Committee and other all-staff events as directed, including all-staff retreats

Other duties as assigned

JOB COMPETENCIES

• Exhibits professional boundaries and discretion in all matters at all times
• Excellent verbal & written communication skills
• Possess a high degree of emotional intelligence 
• Quickly masters and adapts to new software and systems
• Proficient in Microsoft Excel, Word, PowerPoint, Teams and Zoom platforms
• Experience with QuickBooks and Ramp a plus
• Experience with HRIS system (Paylocity) a plus
• Proficiency with document history and cloud-based file sharing systems
• Ability to learn new platforms quickly and comfortably
• Ability to quickly prioritize and work within deadlines
• Ability to adapt to ambiguity and manage conflicting priorities in a fast-paced environment 
• Works independently and exercises initiative and independent judgment 
• Identifies and sets goals and objectives in order to develop realistic action plans
• Demonstrates the Guideposts in all aspects of work
• Applies a high level of attention to detail, especially related to financial and personal information
• Maintains strict confidentiality

MINIMUM QUALIFICATIONS

• At least 2 years of work experience in an administrative role, preferably nonprofit experience
• Bachelors Degree or equivalent work experience in related field
• Intermediate to advanced level MS Office Suite skills essential

PHYSICAL REQUIREMENTS

Office Based / Indoors - 90% +

Desk / Computer work - 90%+

Sitting - 90%+

Outdoors - less than 20%

Standing - less than 20%

Walking / Moving - less than 20%

Lifting / carrying - Up to 20lbs

Driving - Occasional

HOURLY RATE

$26 - $30 per hour

BENEFITS

This full-time, year-round position is eligible for a comprehensive benefits package including 100% subsidized health, vision and dental insurance for employee only coverage, our Wellness Benefit Program with a value of $1,000 and a 403(b) retirement plan with a 3% employer match. Employees are eligible for 20 days (160 hours) of PTO in their first year, in addition to 10 paid public holidays.

RRR1M

At Roundup River Ranch, we believe in fostering a Mission-centered culture. To demonstrate that we are all supporting the incredible, and purposeful Mission of Roundup River Ranch, every employee participates in organization-wide efforts. Included in all position job description responsibilities is the agreement of “other duties as assigned”; we agree to partner in being our Mission’s greatest contributors by completing tasks or assignments that may fall outside the typical job description. Examples of this include but are not limited to community ambassadorship, camp program and donor cultivation event engagement and support, supporting annual opening and closing of our campsite, supporting present operational needs, and/or being a positive role model for stakeholders by exemplifying care and investment in organizational outcomes and successes. Not only is this engagement supportive of achieving and contributing to organizational goals, it provides an essential opportunity for meaningful, personal connection with our Mission and helps define what it means to be “All In” as a Roundup River Ranch employee.

DISCLAIMER

The scope of the job and responsibilities outlined in this document are not exhaustive and may change based upon the needs of the business. This job description is not intended to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. This is a general outline of duties, responsibilities, and activities, which may change at any time with or without notice and at the sole discretion of Roundup River Ranch.