Office Manager

Office Administration:

• Maintains yearly calendar of important dates, Board meetings, Center events, and others.
• Keeps the filing systems (grants, contracts etc.: (both paper and digital) current and organized.
• In coordination with program staff/managers, assist with event planning.
• Manage incoming and outgoing mail.
• Respond to phone inquiries from donors and staff within one business day.
• Manage all office contracts in compliance with Audubon policy, including coordination with the national office as necessary.
• Assist with the mail or electronic submission of proposals, reports and correspondence as needed.
• Assist with the set-up of new employees and interns in the Rockies office.
• Inventory and order office supplies.
• Serve as point of contact for office vendors and National support staff colleagues.

 Development:

• Works with Deputy Director to maintain donor records in Salesforce, including: data entry; record updates; contribution reports; prospect research; donor contact/activity notes; contact information and preferences; update salesforce with target, budget, and forecast data; upload and attach to donor records any proposals, letters, and or other correspondence, and other donor information as requested by the development team.
• Sends donor acknowledgement letters and donation receipts to constituents as needed.
• Generates mailing and email lists for newsletters, event invitations, funding appeals, and other direct mail pieces.
• Processes donations and transmittals as needed.
• Compile and file grant documents and prepares grant information sheets.
• Process gift acknowledgements and maintain database of donors.
• Provide support to program management staff.

 Finance:

• Process invoices online and ensure accounts payable are current and coded appropriately.
• Coordinate with NAS finance and development team to ensure accurate data entry and reports.
• Prepare and submit by deadline deposit record allocating out deposits to proper codes which will reconcile to the bank account.
• OIS and PCR scanning, coding and uploading of AP.
• Assist in sending invoices to others, and tracking receivables.

 Community Outreach:

• Assist with communications/marketing staff with outreach, newsletters, brochures, other office publications, and electronic outreach with assistance from staff.
• Maintain various targeted mailing and emailing lists and creating new lists as projects dictate.
• Assist with Audubon Rockies website and social media outreach.
• Answer routine inquiries for information, general natural history, or office program requests (brochures, fact sheets, etc.) or route to the appropriate staff member.
• Manage logistics of Audubon Rockies board meetings and other key meetings, including dissemination of materials (manage and update board binder content), securing and managing locations and refreshments, etc.
• Coordinate volunteers, handle paperwork, background checks, liability, training, orientation and appreciation events.
• Plan and coordinate additional events such as donor cultivation events, workshops, festivals, and statewide conferences.