ADMINISTRATIVE COORDINATOR

NMWC MISSION:  Connecting people and wildlife through conservation education and rehabilitation because a world with wildlife is a better world.

TITLE:  Administrative Coordinator

CLASSIFICATION: Full-time hourly, non-exempt

REPORTS TO: Assistant Director of Development & Administration

SUPERVISES: Volunteers  

WORK HOURS: 8:30am – 4:30pm Tuesday through Saturday

SALARY RANGE: $20 – $23 per hour

BENEFITS: Paid Time Off (PTO); Three Paid holidays; Paid Sick Leave (PSL); Monthly partial health insurance reimbursement

OVERTIME: Overtime at 1.5x regular hourly rate with prior written approval of supervisor

POSITION SUMMARY:  The Administrative Coordinator is often the first NMWC employee that visitors meet either in person or by phone. This staff member therefore must possess exemplary customer service skills and a thorough understanding of NMWC operations and programs. The Coordinator will routinely interact with visitors, animal rescuers, tradespeople, vendors, stakeholders, donors, staff, and volunteers. This position is a hub for information dissemination and an administrative resource for staff. The job requires a high degree of flexibility, discretion, attention to detail, and time management. The role provides key daily administrative functions essential to NMWC’s operations and successful delivery of services. The Administrative Coordinator is responsible for the overall administration of the volunteer program, including recruitment, onboarding, scheduling, and recognition.

OFFICE RESPONSIBILITIES (75%)

  • Pleasantly and professionally greet visitors and animal rescuers
  • Maintain working knowledge of NMWC mission, history, and programs
  • Support the accurate and timely completion of AP/AR, bank deposits, PayPal transfers, and Qgiv deposit reports, and payroll assistance
  • Collect, sort and deliver mail; prepare correspondence, mailings, shipping, and receiving
  • Answer phone calls and general emails or direct these to other staff members
  • Open and close Visitor Center Lobby and Sales Area
  • Operate point of sales, maintain and track inventory
  • Maintain visitor logs and enter data into visitation spreadsheet
  • Assist with animal rescue intakes and follow intake protocols
  • Maintain efficient office systems including filing, data entry, record keeping, archiving, internal communications (print and electronic), and inventory
  • Supports all areas of NMWC by assisting with a variety of administrative tasks
  • In collaboration with other staff, assist with supply purchasing
  • Assist with keeping main building clean and organized
  • Attend and record the minutes of staff meetings
  • Assist with special events
  • Report safety or maintenance issues; participate in emergency response

VOLUNTEER COORDINATION RESPONSIBILITIES (25%)

  • Develop and implement strategies to recruit volunteers
  • Ensure the application process is efficient and user-friendly
  • Conduct initial interview to assess volunteer skills and interests
  • Conduct background checks and collect all necessary signed forms and payments
  • Deliver orientation sessions covering mission, policies, procedures, and expectations
  • Maintain and revise as needed the on-line Transporter volunteer training module
  • Observe hospital and education training onboarding sessions or other trainings
  • Maintain online resources, contact information, and directory for volunteers
  • Utilize volunteer management system to schedule volunteers, tasks, and tracking hours
  • In collaboration with other staff provide ongoing support and guidance to volunteers
  • Implement initiatives to recognize and celebrate volunteer contributions
  • Focus on volunteer engagement and address concerns to maintain volunteer retention
  • Generate monthly reports on volunteer engagement metrics

SKILLS

  • Excellent communication skills, both written and verbal
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
  • Strong planning and time management skills, able to multi-task, and meet deadlines
  • Detail-oriented with high accuracy standards
  • Customer service skills for interacting with visitors, public, and stakeholders
  • Knowledge of point-of-sale procedures
  • Tactfully handle stressful situations with visitors, animal rescuers, and phone inquiries
  • Knowledge of office procedures and administrative practices
  • Experience in managing volunteers
  • Able to operate basic office machines: copier, scanner, cash register

QUALIFICATIONS

  • A minimum of three year’s prior experience in an administrative or front office role
  • AA/S or BA/S degree or combination of education and prior related work experience
  • Strong commitment to NMWC’s mission and values
  • Ability to maintain confidentiality and handle sensitive information with discretion
  • Prior experience managing a volunteer program
  • Must be able to safely lift/move up to 50 pounds
  • Able to read, write, and speak clearly in English; fluency in Spanish highly desirable
  • Possess a valid New Mexico driver’s license or obtain within 60 days of hire
  • Must be legally entitled to work in the USA.

TO APPLY: Please send a resume, cover letter, and 3 professional references to matthew@newmexicowildlifecenter.org

WORK ENVIRONMENT: The physical demands described here are representative of those that must be 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. A large percentage of duties are performed indoors. It is possible the employee will be exposed to dust and harsh chemicals that if not handled properly may present a health hazard. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is regularly required to stand; walk; use hands; reach with hands and arms; stoop; kneel; crouch; and to talk and hear. Use computer hardware and software for extended periods of time (repetitive motion). Sitting for long periods of time. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Specific auditory acuity to identify animal noises indicating distress, aggression, pain, and other conditions and behaviors; to hear warning signals from safety and security alarms and/or warning signals; to detect sounds associated with malfunctions in mechanical equipment and systems. Must possess sufficient manual dexterity, strength and ability to rotate wrists, elbows, and shoulders to operate manual cranks and pulleys and to use manual and power tools commonly used in routine maintenance. The incumbent must occasionally lift and/or move up to 50 pounds

The work environment can require outdoor exposure to a wide variety of weather conditions, pollen, mold, dust, dirt, other airborne contaminants, and temperature variations. Must be able to safely tolerate exposure to animal dander, animal wastes, and other zoonotic contaminants. Must be able to work in close proximity to native wildlife species. Must be able to wear all required protective clothing and equipment.

  • Note: Employees in this classification are required to be COVID vaccinated; and may be required to maintain current CPR and First Aid certification

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by an employee within this role. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of an employee in this position.

EEO STATEMENT:  NMWC is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law. New Mexico Wildlife Center is an at-will employer and all NMWC employees are subject to employment eligibility and background security checks as well as testing for illegal substance use as allowed by law.