Title: BIR Administrative Assistant

Department: Accounting / BIR Research / Ranch Operations

Classification: Non-Exempt (eligible for overtime) 

Supervisor (s): Director Ranch Operations / Research Program Director

Summary/Objective

Responsible for managing the daily administrative and accounting needs for Buck Island Ranch, a working cattle ranch. This position also provides some data management support (entering and checking data) for cattle operations. This position provides administrative services for operations and research at the Ranch and must interact and coordinate with members of staff at the Ranch and the Station.

 Administrative Duties: (70% FTE-20% Research Administration-70% Cattle, 10% Grant and Contracts)

• Serve as liaison between Ranch Operations staff, BIR Research staff, Archbold staff, visiting researchers, collaborating agencies and organizations, and the public.
• Responsible for maintaining records for BIR visitors. Track all ranch visitors and produce end-of-year ranch visitor reports and ranch “use” days.
• Main point of contact for ranch tours. Coordinate with Archbold Education Coordinator, research and operation staff on tour planning and organization. Make sure ranch operations are aware of all tours at least 2 days in advance.
• Maintain ranch calendar with up-to-date events and send reminders out to all staff of upcoming events at least a week in advance. 
• Assist in the development, coordination, and material preparation/proofing for special Ranch reports/projects for the Ranch Manager and Research Director.
• Responsible for greeting all walk-ins and direct to appropriate destination.
• New employee orientation (gates, ranch road rules, house rules, etc.)
• Assist with maintaining photocopier and fax machines in the Ranch Office.
• Assist with out-going U.S. Postal Office Mail, United Parcel Service (UPS), Federal Express (FedEx) packages & envelopes to be delivered to the Station Office.
• Order, track inventory, and replenish all office supplies as needed.
• Responsible for coordinating with Archbold Receptionist on the “What’s Happening at Archbold” emails.
• Process all purchase requests for Operations and Research. Submit packing slips and invoices individually to Station as soon as possible, ensuring that all accounting paperwork is complete and correct, with proper signatures, and submitted to the accounting department in a timely manner.
• Code and submit receipts and invoices for research. Ensures proper approval authorization for each invoice.
• Code any incoming checks and make sure checks are delivered to front desk receptionist.
• Assist with tracking research grant budgets, submitting budgets to accounting, tracking grant reporting requirements, assisting with grant reporting as needed.
• Formatting documents and PowerPoints, as needed.
• Creating a visitor log and making sure that Accounting has charged all visitors (individually and/or cost center) including board members and others who are hunting, lodging, or using other Ranch facilities.

Data Management, Data Analytics and Reporting 15% FTE):

• Day-to-day responsibilities include providing support to Data Management team on ranch operations data. This includes working with Operations staff and contractors, to collect and enter data into the pasture databases, as well as performing quality assurance/quality checks of this data. 
• Also includes serving as a backup in the cow pens to operate the Agri Webb software for cattle scanning/tracking, as well as performing quality assurance/quality checks of the cattle records and assisting Data Management and Accounting teams with annual cattle audits. 
• Maintain backed-up copies of cattle and pasture databases.

Additional Duties

• Assist with unanticipated Ranch issues, such as helping during adverse weather occurrences, reporting power outages and fires, and providing guidance to visitors requesting assistance.
• Responsible for assisting with and coordinating special events at the Ranch, including meal arrangements, teleconferences, and material development, for the Board of Trustees, the Ranch Science Advisory Board and other special visitors.
• Responsible for becoming familiar with emergency responses.
• Other tasks for the ranch operations and scientific staff as needed.

Supervisory Responsibility

The BIR Administrative Assistant has no supervisory responsibilities.

Work Environment

The incumbent will work in an office environment, and routinely use standard office equipment such as computers, phones, photocopiers, projectors and fax machines. The incumbent may be asked from time to time to work in conditions that include inclement weather, heat, and humidity.

The job Physical Demands

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While this job is primarily sedentary position in the office to perform the duties of this job, the employee may be frequently required to stand, walk or sit for long periods of time; occasionally required to lift, push and pull items up to 50 pounds; and reach, stoop, bend, kneel, crouch or crawl. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.

Position Type/Expected Hours of Work

An incumbent in this position generally works 40 hours per week and must be available to work various shifts including early morning, evening and weekend hours with little or no notice.

Travel

The BIR Administrative Assistant will coordinate supplies that need to be picked up off the Ranch and may be asked to pick up and drop off items at Archbold Biological Station, and to attend conferences and meetings as required.

 Education and Experience

• Associate degree in agriculture, Agro-ecology, Environmental Science or related field preferred. 
• Some Accounting Experience is useful but not required