Job description

Whiterock Conservancy is a non-profit land trust that stewards over 5,500 acres and 40 miles of trails in West-Central Iowa near Coon Rapids. The gorgeous Whiterock landscape attracts visitors from all over and spans oak savanna, rolling pastures, remnant and restored prairies, wetlands, the Middle Raccoon River, sandstone bluffs, fishing ponds, cropland, and unique historic and geologic sites. Whiterock Conservancy was founded in 2004 with the mission to achieve a sustainable, resilient rural landscape, and transform people’s connection with agriculture and nature. https://www.whiterockconservancy.org/

Administrative Assistant

Reports to: Executive Director

Status: Full-time; Non-Exempt

Compensation: $20.00 - $25.00/Hour: Non-Exempt

Including standard organization benefits

Position Overview

Whiterock Conservancy is looking for an Administrative Assistant that can efficiently and accurately perform a wide variety of duties relating to office administration, digitizing historical records, data processing and record keeping, IT management and customer service, and be able to assist with diverse needs as requested relating to marketing, development and guest services.

Primary Responsibilities

Office Duties

· Data Entry: Record donor and visitor data into online system

• Create and update records ensuring accuracy and validity of information.
• Generate Thank You Letters.
• Create reports or data analysis as requested.

· Cash Reconciliation:

• Reconcile and record visitor fees and donations.
• Make bank deposits.
• Office Coordination:
• Monitor supplies and purchase as necessary.
• Process incoming and outgoing mail.
• Record keeping and digitizing historical files.
• Payroll backup (QuickBooks).
• IT – administration of Microsoft 365 (email, etc.) and RingCentral (phone), server organization and maintenance, coordination with IT service provider, maintenance of laptops and other devices, etc.
• Assist with volunteer and service programs.

· Customer Service: Greet visitors, answer calls and emails.

Development

• Assists with developing and implementing fundraising strategies to hit financial targets relating to individual, corporate, and foundations.
• Assist with new, existing, and lapsed donors through in-person meetings, phone calls, email, and written solicitations.
• Manage donor communications and ensure that regular correspondence fits within the overall institutional communications calendar. Coordinate effective messaging and design of Whiterock Conservancy development materials.
• Assist staff to prepare, research, and edit grant applications and grant reports.
• Report fundraising metrics and progress to the Executive Director, Development Committee and Board of Directors.
• Assist with promotion of Whiterock Conservancy at tradeshows, conferences, and on-site visitor events.
• Work cross functionally to plan and execute fundraising events.
• Manage accurate and up-to-date donor, prospect, and visitor information in the Donor Perfect donor database.
• Leverage donor and visitor data to effectively inform fundraising strategies.
• Stay up to date on fundraising and non-profit trends.

Marketing

• Develop and execute strategies to increase revenue and awareness of Whiterock Conservancy’s brand, mission, experiential education program, guest amenities, conservation and agricultural efforts and conservation easement program.
• Manage Whiterock Conservancy’s digital presence through website administration, social media channels, email marketing, newsletters and content creation.
• Manage traditional advertising channels such as print, radio and direct mail.
• Enhance Whiterock Conservancy’s presence in local areas through community engagement and presentations.
• Report marketing progress to the Executive Director, Board Committee and Board of Directors.

Secondary Responsibilities

• Participate in team check-ins and periodic reviews.
• Report safety concerns, incidents, and ideas for improvements and operational efficiencies to the Executive Director. Proactively research and source cost effective solutions.
• Assist with all-hands-on-deck projects when needed, such as prescribed burns.
• Seek training in relevant areas for personal and professional development.

Position Requirements

• A High School Diploma or GED required with a 2 or 4-year degree in office administration, fundraising, marketing or non-profit administration, communications or environmental sciences field or equivalent experience preferred.
• Two to five years successful administrative experience with broad experience in diverse areas including: marketing, development, record keeping, IT management.
• Working knowledge of databases (Donor Perfect preferred), social media in a professional setting, website management, and Microsoft Office applications.
• Excellent communication, interpersonal, and public presentation skills. Ability to understand and articulate the organization’s mission to a multitude of audiences in a variety of forms and to work successfully with people at all levels.
• Highly organized with the ability to work effectively on multiple projects at the same time and the ability to work both independently and as a team player.
• Ability to use own vehicle for business related activities (reimbursable under Whiterock Conservancy travel policy).
• Ability to use personal cell phone (with reimbursement) to stay in contact with Whiterock Conservancy staff, donors, guests, and visitors as needed.
• Ability to walk on un-even terrain for long distances and be exposed to extreme weather including wind, rain, cold, and heat or sit for long periods of time.
• Adept at independent and group work, time management, and prioritization.
• Commitment to Whiterock’s mission, policies, programs, and procedures.
• Willingness to interact with the public and serve as a positive representative of Whiterock.
• Capacity to work occasional evenings and weekends as needed.

Preferred Qualifications

• Commitment to environmental conservation.
• Understanding of Iowa’s natural and cultural history.

Successful Applicant must have or obtain:

• Valid Driver’s License
• CPR and First Aid Certification

Worksite

• This position is located full-time within the Whiterock Conservancy office located in Coon Rapids, IA.
• This position can hybrid split between onsite office in Coon Rapids and a limited amount of remote office work from a location in Iowa.

Whiterock Conservancy is an Equal Opportunity Employer. There will be a 3-month probationary period for the successful applicant.

Application Process

Please email a cover letter, resume, and 3 references to Executive Director Kate Zimmerman: kzimmerman@whiterockconservancy.org. Questions? Email or call 712-790-8221 x2.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Schedule:

• 8 hour shift
• Weekend availability

Ability to commute/relocate:

• Coon Rapids, IA 50058: Reliably commute or planning to relocate before starting work (Required)

Work Location: Hybrid remote in Coon Rapids, IA 50058

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