Job Description

Operations and Office Manager

Objective/Role

Reporting to the Executive Director, the Operations and Office Manager plays a vital role in the implementation and advancement of Bluegrass Land Conservancy’s (BLC) Operations and Office functionality.  The Operations and Office Manager will be responsible ensuring the efficient functioning of BLC through a range of administrative, financial, and managerial tasks.  The Operations and Office Manager serves as the main receptionist, manages day to day administrative tasks, manages databases, assists with the execution of special projects and campaigns, develops and maintains internal and external programs and systems, and manages the organization’s consumer relationship management (CRM) database all in alignment with organizational goals and Land Trust Alliance (LTA) standards and practices.

Desirable Leadership Attributes

The Operations and Office Manager should be an experienced, enthusiastic individual of high integrity and a passion for the mission, who has demonstrated persistence and his/her ability to be well-organized, creative, solve problems, listen, collaborate, and be able to represent the organization in appropriate situations while engaging and participating with the staff team to provide a unified front. The Operations and Office Manager will be a smart, decisive strategist with diverse interests and an amiable personality.

The Operations and Office Manager may often interact with existing landowners, supporters, contractors, and/or the general public that might be contacting Bluegrass Land Conservancy offices.  It is imperative that he/she/they have the skills needed to interact with others in a way that adheres to the integrity and goals of the organization while inspiring support, confidence, and public trust.

The Operations and Office Manager must excel in the following characteristics:

– Judgment/Creativity/Entrepreneurial Savvy – The Operations and Office Manager must be adept at overcoming challenges regularly and is responsible for making quick, sound decisions in collaboration with the ED and other BLC staff. It is imperative that he/she/they possess the analytical skills that enable him/her/them to rapidly assess the situation, pursue and evaluate input, and develop creative solutions. He/she/they must have the ability to find ways around significant obstacles and to envision solutions that have not previously been tried.

– Trustworthiness and Respect for Others – Every landowner, individual, and business gives Bluegrass Land Conservancy their support voluntarily. This support is directly tied to the trust they have in the organization and its leadership and staff. The Operations and Office Manager must sincerely respect the perspectives of every individual with whom he/she/they engages in the line of work.

– Commitment to a High-Quality End Goal – Clarity in selecting the goal, and commitment to reaching it, overcoming the challenges, and creating a high-quality end product are essential to our work and are characteristics for which Bluegrass Land Conservancy is known.  The Operations and Office Manager must have the confidence and ambition to never give up, even after a string of obstacles.

– Engaging Personality and Communication Skills – The Operations and Office Manager will represent Bluegrass Land Conservancy to existing and potential donors, professional peers, and the general public. The Operations and Office Manager must interact with others and communicate in a way that inspires support, confidence, and public trust.

Responsibilities/Duties

Operations Management

• The Operations and Office Manager works to execute, grow, and implement systems in all general operations managerial aspects of the Bluegrass Land Conservancy (BLC).
• Manages and maintains BLC’s donor database in a meticulous and organized fashion, including keeping updated records of donor details, recording of donations and pledges, and running reports for mailings, solicitations, and financial and development reporting as needed.
• Prepares monthly financial reconciliation and dashboard reports in conjunction with the Bookkeeper and Executive Director.
• Manages and executes development and donation correspondence including thank-you letters, tax acknowledgements, campaign correspondence, and handwritten notes in coordination with the Development Manager.
• Creates monthly reports as required by the Executive Director, Development Committee, and/or the Board of Directors that accurately reflect organizational activity and performance.
• Assists in BLC’s participation in any fundraising campaign opportunities through community foundations or other sources.
• Maintains and coordinates organizational registrations for annual license renewals, events, software purchases and renewals, special event licenses, and other registrations as needed.
• Assists the Executive Director and Director of Strategic Initiatives in maintaining productive relationships with existing, former, and future donors, including corporate partners, to ensure that BLC is recognized as a preferred, reliable, and productive conservation organization.
• Manages processes, deadlines, and volunteers, when needed, while adhering to the policies and procedures of BLC.

Office Management

• The Operations and Office Manager assists with general office management and provides administrative support to the Executive Director and other staff, as needed.
• Maintains an inventory of office supplies, letterhead, pamphlets, and stationary.
• Ensures all employees have adequate work supplies and workstations.
• Under the direction of the Executive Director, obtains quotes from vendors for organizational or event-related services, assists in executing contracts, and ensures the final product is delivered and implemented, including any associated staff training.
• Maintains, refines, and updates, as needed, a meticulous recordkeeping system, both paper and electronic, in compliance with LTA Standards and Practices and BLC policies.
• Coordinates office-related maintenance issues with landlord and/or outside vendors.
• Maintains technology functionality and coordinates with outside vendors when needed for technology support
• Provides reception services by answering phones, greeting visitors, and providing initial responses for inquiries to the [email protected] email account.
• Reviews payables and receivables, coordinating approval of both the Executive Director and Bookkeeper.
• Performs mail merges for correspondence including, but not limited to, yearly financial appeals, newsletters, thank you letters, tax recognition notification, and LPS mailings.
• Prepares deposits, copies checks, and makes bank deposits for the Executive Director and Bookkeeper – filing documentation in accordance with BLC policies and Audit requirements.
• Assists Executive Director and other staff in preparing materials for Committee and Board meetings.
• Assists the Executive Director by maintaining meticulous financial records.
• Executes, along with the Executive Director and contracted auditors, the annual Audit and Form 990 completion.
• Runs errands as needed (i.e. post office, bank, supplies, vendors, etc.)

Events and Other Organizational Support (20%)

• The Operations and Office Manager provides administrative support for landowner cultivation events, landowner value-added events, and other small organizational events.
• Provides support, coordination, donation record-keeping, tax acknowledgements, and other tasks as needed for major fundraising events as well as small major donor events.
• Assists with volunteer recruitment and coordination.
• Supports outreach efforts, as needed, through event participation, newsletter review and input, and other activities as directed.

Other (as needed)

• Bluegrass Land Conservancy is a cross-functional charitable organization in which all employees are expected to perform many tasks other than those for which they may be specifically hired. As an employee, you will be expected to perform such additional cross-functional tasks as may be assigned from time to time.

Qualifications

The Operations and Office Manager will be thoroughly committed to Bluegrass Land Conservancy’s mission.  He/She/They should have concrete demonstrable experience and other qualifications including:

• Minimum of an Associate Degree in a relevant field or equivalent experience in Office Management, Administrative Assistance, Administrative Management, financial management, or related field.
• Impeccable organization, file keeping, and memory retention skills.
• Ability to handle confidential information and maintain strict confidentiality.
• A capable professional with a style of open communications, accountability, and engagement in generating ideas.
• A historical and/or working knowledge of the Bluegrass region.
• Ability to attend day-time, evening, and weekend events.
• Interest in all aspects of BLC and a dedication to promoting BLC’s priorities through developing excellent relationships with Board Members, staff, and donors.
• Demonstrated ability to manage multi-functional or diverse areas.
• Excellent oral and written communications skills.
• Proficient in Microsoft, Donor Perfect or similar database, and web management software.
• Ability to interact well with a wide variety of people, including a diverse Board of Directors, donors, landowners, local, county, state and federal officials, members of the press, business professionals, real estate and tax professionals, attorneys, scientists, and the general public.
• A capable professional with a style of open communications, accountability, and engagement in generating ideas.
• Ability to travel the Bluegrass region with a valid driver’s license.

Details

General Schedule

Full-time, salaried position.

Administrative Support

This position must be prepared to provide administrative support to other positions within the organization including correspondence, filing, records, and report formatting.

Supervision

Reports directly to the Executive Director, while taking direction and providing support to other BLC staff members.

Salary, Benefits, and Schedule

Location

• The Operations and Office Manager will be based out of BLC’s Lexington, Kentucky office, with an understanding that the demands of the job may include travel across the region for meetings and events. While many of BLC’s positions can work remotely, this position demands a more consistent presence in the BLC office.

Salary

• Annual salary commensurate with experience, with a starting range of $40,000 – $50,000.
• Salary increases based upon performance determined by the Executive Director and/or the Board of Directors.
• Year-end bonus and retirement contributions at the discretion of the Board of Directors.

Benefits

• Benefits include full employee health and dental insurance.
• Paid vacation, holidays, personal days, and sick days as detailed in the BLC Personnel Manual.

Schedule

• Full-time, salaried employment.
• The Operations and Office Manager may be expected to attend a very limited number of events that may occur during evenings or weekends.

Bluegrass Land Conservancy is an equal opportunity employer. We are committed to creating an inclusive workplace that promotes and values diversity. We strive for, encourage, and protect diversity in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, and perspective.

How to Apply

Please send cover letter and resume to Jessie Wilder Hancock at [email protected].  Applications accepted through July 31, 2022.  Position will remain open until filled.

Job Categories: Conservation. Job Types: Full-Time. Salaries: 40,000 - 60,000.

Apply for this Job

Name *

Email *

Message *

Upload resumé (pdf, doc, docx, zip, txt, rtf)

Upload cover letter (pdf, doc, docx, zip, txt, rtf)