Administrative Coordinator for Field Operations

Job Summary

The Trustees of Reservations seeks an Administrative Coordinator to support and help coordinate the Field Operations Division, which manages all Trustees properties statewide and includes the Departments of Historic Resource and of Stewardship and Planning.  The position is based at The Trustees’ campus at Moose Hill Farm in Sharon and reports to the Statewide Field Operations Project Manager.  The Coordinator is a full-time (40 hrs/week) position.

This position also plays an important role at the Sharon campus in cooperation with the Office Manager (OM).  Seeking to be more accessible to members and the public, The Trustees have established three geographically separate “campuses,” each of which serves as a home base for staff with statewide responsibilities as well as regional and local field staff. The Sharon campus provides office space and support for the President, the Vice Presidents of Field Operations, Marketing and Outreach, and Advancement.  In total, the campus provides 22 staff with office space and administrative support and also supports 18 regional field staff. Both the Coordinator and the OM work with all members of the Moose Hill Farm staff to create and maintain a professional working environment.

Responsibilities

Division of Field Operations – Administrative Duties• Provides administrative and clerical support for Field Operations staff including the Vice President of Field Operations, the Field Operations Project Manager, and the Director of Business Development.• Manages the electronic calendar and contacts of the Vice President for Field Operations and coordinates and attends meetings and task forces.• Plays a coordination and support role in developing, tracking, analyzing and troubleshooting select budgets.  May assist in gathering data about and analyzing aspects of Trustees business enterprises or other projects with statewide implications.• Assists in using technology to increase the effectiveness of Statewide Field Operations, including identifying training needs and helping train others informally.• Assists in developing, analyzing and disseminating conclusions of data-gathering surveys, usually using on-line software.• Assembles submissions for the Field Operations quarterly report to the Corporate Trustees as well as submissions to the weekly internal newsletter and other communication vehicles as needed.  May draft newsletter submissions, letters, summaries.• May assist in orienting new members of staff, task forces or committee members.

Moose Hill Farm Campus – General Duties• As time allows, may provide administrative support to staff at Moose Hill Farm.• Works with all staff to promote and implement The Trustees’ commitment to a “green” operation at the Sharon campus.• Working with a statewide telephone reception team, fields calls from members of the public and directs them to appropriate resources.• Functions in a reception capacity for visitors to Moose Hill Farm and Trustees events as needed.• Works as a team with OM to ensure that campus administrative needs are covered.• Other duties as required.

Experience, Education, & Skills

• 5 years of administrative experience or a minimum of an Associates Degree. • Experience creating and managing systems, developing reports and improving efficiency.• Ability to work as an effective member of a team.• Demonstrated initiative in identifying and solving problems creatively and improving operations.• Demonstrated organizational skills and capacity to deal with multiple tasks.• Demonstrated ability to meet deadlines and work under pressure.• Proven computer proficiency with MS Office.• Basic filing and bookkeeping skills.• Solid writing, editing, and proofreading skills. • Maturity, professionalism and grace in dealing with colleagues, volunteers, committee members, and members of the public.• Familiarity with office equipment and ability to assist others with problems, e.g., with computers, copy machines, faxes, scanner• The ability to work effectively in an open office setting shared with other staff.

Desired experience:• Supporting a senior executive.• Financial management.

Additional Information

This is a 40-hr/week position at Moose Hill Farm in Sharon. The work schedule is 9AM – 5PM, Monday thru Friday.  The position provides a competitive salary and benefits package, including health insurance, paid vacation and sick leave, life insurance, and an employer-funded retirement plan. The candidate should have the ability to attend occasional meetings off-campus using own transportation (or carpooling when possible).To learn more about The Trustees of Reservations and our mission, visit www.thetrustees.org.Application Instructions

Please send resume, cover letter, & references:Attn: Meghan KelleherTrustees of Reservations396 Moose Hill FarmSharon, MA 02067 mwkelleher@ttor.org