Volcan Mountain Foundation

ADMINISTRATIVE ASSISTANT JOB ANNOUNCEMENT

The Volcan Mountain Foundation (VMF) is a nonprofit conservation organization in Julian, California, in the mountains of northeast San Diego County.  Established in 1988, VMF is the leader in efforts to acquire and conserve wildlands within the 15-mile long Volcan Mountain range.  Its staff, volunteers and community are the ambassadors for connecting and engaging people of all walks and ages with the Volcan Mountain range.

VMF is accepting resumes for the position of part-time Administrative Assistant.   This position is open immediately until filled.

At minimum, candidate must meet the following criteria.  The ideal candidate will:

• Be passionate about nature and protecting the environment
• Be a friendly, professional people-person, that enjoys helping clients, while putting clients’ needs first, and working as a member of a team
• Have a very high level of proficiency specifically with the Microsoft Office Suite, and office computing/machines in general, as well as be very comfortable communicating on the telephone
• Be detail-oriented, organized, able to track and manage data/multiple tasks with speed and accuracy with ability to change directions and prioritize accordingly
• Be amenable and able to take direction and critique, and also be able to identify tasks that need to be accomplished, and take initiative when appropriate to complete them
• Be a self-starter and interested, quick-learner of new technology
• Be able to lift up to 50 lbs, including storage boxes, supplies, and materials and set up event tables periodically

The following attributes and skill sets would be helpful and set a prospective candidate apart:

• Proficiency with written communications
• Experience with other technologies & software such as QuickBooks, social media and Google Drive/Maps
• Experience with VMF, the Volcan Mountain range and/or nearby environmental/conservation concerns
• Experience with nonprofit operations in general
• Residency within 25 miles of Julian

Representative Tasks & Responsibilities:

Office & Administrative Support
• Provide computing and general office assistance to Executive Director (ED) (answer phones, return messages, greet visitors, type correspondence, reports and other documents, maintain email communications, database entry/maintenance, spreadsheet maintenance/management, prepare/process mail merges, make/collate photocopies, scan documents, save and organize computer files, file paperwork, process mail/deliveries, maintain adequate supply inventory, arrange appointments, coordinate calendars)
• Ensure connections and maintain/trouble shoot office and computer systems, including phone, copier/scanner/fax, computer software, IT connections, website
• Maintain office appearance and efficiency, including maintaining files, office storage, and workspace
• Other duties or special projects as assigned by the ED

Fundraising & Communications Support
• Finance Support: Enter/process donations in database, acknowledge donations, maintain secure protocols in receiving and depositing income/contributions, prepare and enter expenses
• Maintain positive donor/supporter relations and engagement through communications and outreach
• Use desktop publishing to prepare flyers and promotional materials, distribute flyers/promotional materials, prepare (primarily events) updates to calendars, websites, social media

Event Coordination & Support
• Coordinate with vendors and board/committee members, prepare and process permits and paperwork
• Track, acknowledge and recognize contributions and sponsorships
• Provide logistical and event-day support for special events and activities

Volunteer Coordination & Support
• Serve as primary liaison/ambassador/contact for volunteers
• Track volunteer support and maintain volunteer contact records
• Maintain regular contact with volunteers, including volunteer recognition/appreciation
• Provide assistance to program coordinators and ED in coordinating volunteers for events and activities
• Promote volunteer outreach and recruitment

The successful candidate/employee will:

• Be an enthusiastic proponent for VMF’s mission; all board and staff members are key to VMF fundraising
• Primarily work with, and report to ED, but also provide support for VMF board and staff members as instructed by ED
• Receive starting compensation of $10-$12/hour, depending on experience and skills
• Be available to work at least 12 hours per week (three 4-hour midday shifts per week; likely MWF)
• Be available to add additional weekday hours depending on task load, and occasional weekend and evening hours to support periodic/seasonal events
• Have high availability to support the spring Dinner Dance & Auction, VMF’s largest annual fundraiser (from preparations in January through wrap-up in May)
• Have a valid driver’s license, excellent driving record, and reliable transportation
• Primarily work at the VMF main office in Julian, but periodically need to drive their own vehicle (employee will be reimbursed) to complete tasks at VMF’s Volcan Mountain Nature Center, or for periodic events
• Undergo an employment background screening with positive results

To apply, interested candidates should:

• Submit their resume and cover letter via e-mail to:  colleen@volcanmt.org;  Subject line:  Administrative Assistant Position
• NOT phone the VMF office with questions; instead please submit questions about the position via email to Colleen Bradley, Executive Director.