Job Announcement
January 11, 2010
Job Title:
Reports to:
Salary:
Classification:
Start Date:
Location:
Office Administrator
Membership Director
$17,500 annually for 20hrs/week
Exempt
As soon as possible
Santa Fe, New Mexico
Organizational Overview
WildEarth Guardians, a non-profit organization dedicated to protecting and restoring the
wildlands and wildlife of the greater American West, seeks a passionate individual to
become our Office Manager. The Office Manager works very closely with the
Membership Communications Director, Executive Director, Associate Director, and
other staff as administrative support to meet WildEarth Guardians goals. This is a halftime position and is located in Santa Fe, NM.
Scope of Responsibilities
This position offers an unusual opportunity for a motivated, detail oriented, and
personable administrator with a passion for environmental issues to make a real
difference in the environmental community. We’re looking for an experienced, resultsoriented individual with an extensive administrative track record. We want to hire
someone with strong computing skills. The position requires an experienced candidate,
who displays energy and professionalism in a participatory manner, who communicates
well, can work under pressure, and will contribute to our team.
This position is responsible for the following functions:
1. Provide administrative and other support for the Executive Director, Associate
Director, Membership Communications Director and conservation program staff
2. Assure that general administrative, fiscal and personnel systems function effectively
Primary Responsibilities
Data Management (~60%)
 Ensure up-to-date and accurate record keeping of the status of contributions from
members and donors via the donor database and synchronization with online
donation system.
 Create and send donation thank you letters and new member packets both
electronically and via US post (depending on member preference) on a weekly
basis.
 Oversee the production and mailing of special funding appeals including
coordination of printing/mailing, insuring stationary and postage supplies and
tracking of appeal results

Responsible for general membership services including timely response to
member questions and information requests, fulfilling merchandise orders and gift
memberships, and overseeing member programs
 Responsible for maintaining and manipulating membership computer records,
including data entry of member communication preferences, code entries, select
searches for specific projects, enter information from events, projects, etc.
 Provide event support through ticket processing, in kind gift cataloging, event
RSVPs, auction purchases, and other pre and post event data support.
Program Coordination and Support (~20%)
 Membership Communications Director, Assist the Executive Director, Associate
Director, and other staff in establishing and maintaining positive relationships
with current and potential funders and members by providing information,
scheduling, administrative tasks and other resources
 Polish documents prepared by staff, assuming final responsibility for appearance,
accuracy, and timeliness
 Assist in the preparation of materials
 Assist program staff with project management for a variety of internal and
external projects
 Facilitate walk-in volunteer recruitment and provide supervision of administrative
volunteers.
General Administration (~20%)
 Responsibility for overall administrative staff work, including providing
administrative support to all staff and in support of important projects
 Edit and supervise word processing of correspondence and outreach materials
 Provide comprehensive administrative support for WildEarth Guardians Board of
Directors as needed including scheduling meetings, overseeing preparation and
distribution of materials; assist in writing and editing Board reports; attend Board
meetings as recording secretary; prepare and distribute meeting minutes and other
tasks needed to ensure the Board’s smooth functioning
 Maintain appropriate personnel procedures, including recruiting and hiring
procedures, orientation and personnel record keeping
 Coordinate staff meetings and update online staff agenda as needed.
 Oversee computer systems support, including software and hardware installation
and troubleshooting and work with external consultants
 Assist staff in utilization of needed technology including Powerpoint,
timekeeping, calendaring, database, and other software, voicemail, etc.
Qualifications
 Demonstrated commitment to WildEarth Guardians mission, methods and
strategies.
 The ability think and act strategically are essential.
 Demonstrable familiarity with Microsoft Access
 Intimate familiarity with all Microsoft Office programs
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Familiarity with Microsoft Publisher
Knowledgeable of basic information technology troubleshooting techniques
Strong verbal communications skills
Excellent writing skills
Education: BA degree is required.
Specific Skills:
 At least two years’ experience with a range of nonprofit organizations, ideally
including environmental organizations
 Current administrative experience
 Proven ability to manage multiple projects and assignments and meet deadlines
 A demonstrated ability to exercise sound judgment; demonstrated use of initiative and
innovation on past jobs and/or contracts
 Outstanding interpersonal relations skills, including strong telephone and in-person
communication skills
 Excellent written and oral communication skills, with proven ability to convey
information clearly
 Excellent skills in document production and appearance, including high-level
proofreading skills
 Demonstrated high-level ability to use and master software applications, including
Word, Excel, Access, Powerpoint, etc.
 Demonstrated ability to manage multiple projects simultaneously
 Demonstrated ability to manage time, workload, and stress in a very fast-paced,
multi-tasking environment
 Positive, collaborative work style
 Able to work calmly under pressure and comfortable in an organizational culture that
places a high value on hard work.
Characteristics for Success
 Driven to achieve WildEarth Guardians’ mission and results; practices WildEarth
Guardians core values; demonstrates integrity and trust beyond reproach
 Strong leadership; proactive manager and communicator; ease at developing positive
interpersonal relationships
 Good judge of talent; can assess people's strengths and limitations; motivates,
empowers and develops employees to achieve results; serves as an effective team
leader and team member
 Ability to manage complexity of all kinds over time; fast, creative problem-solving
and ability to think outside the box
 Analytical, strategic, and systematic thinking and doing; sets priorities and can
anticipate future consequences and probabilities; can create breakthroughs and
executable solutions to complex problems
 Must be compelled by a service-oriented attitude
Compensation and Benefits
We offer a very competitive wage and paid vacation, sick leave and holidays. Full-time
wage will be $17,500 per year for 20 hours/week.
Additional benefits include: The ability to have tremendous input and influence with a
growing organization in our efforts to defend the rich wildlands and biological diversity
of the American West; working and living in a vibrant organization and region, with an
active conservation community; and preeminent outdoor recreational opportunities.
WildEarth Guardians is an equal opportunity employer and actively works to ensure fair
and equal treatment of its employees and constituents regardless of differences based on
culture, socioeconomic status, race, marital or family situation, gender, age, ethnicity,
religious beliefs, physical ability, or sexual orientation.
Application Process:
Send the following materials electronically: cover letter explaining how your
experiences and skills match this position; résumé; writing sample; and contact and
relationship information for three references to:
Lori Colt
Membership Communications Director
WildEarth Guardians
lcolt@wildearthguardians.org
WildEarth Guardians works to defend the wildlands and wildlife of the American West.
Additional details and information about WildEarth Guardians can be found on our
website: www.wildearthguardians.org