Want to be a part of preserving agriculture? WE ARE HIRING!

Part-time Administrative & Member Benefit Specialist

help wantedUnder the general supervision of the Executive Director, this position provides a variety of administrative support to the museum and event center.  This position researches and gathers data to generate a variety of reports; actively develops and maintains positive relationships with members and partners; provides information to the public and staff; deals with a diverse group of external and internal contacts at all levels of an organization; some independent judgment is required to plan, prioritize, and organize diversified workload to plan and accomplish goals; performs a variety of other duties as assigned by the Executive Director.

  • Provides support and administrative assistance to the Executive Director.
  • Processes memberships/donors, creates reports, enters data, sends renewals, establishes hard copy and digital files and data and participates in member cultivation.
  • Processes and coordinates the documentation for acquisitions at each level of paper, digital, IRS filing, and archival documents with the ability to understand/learn IRS regulations governing these transactions.
  • Coordinate and follow through with office maintenance as prioritized by the Executive Director.  Maintains files, schedules, and invoice processing.
  • Collects volunteer data, cultivates and coordinates general volunteer activity.
  • Coordinates activities (calendar, travel, logistics, meeting materials, etc.) for the Executive Director.
  • Composes and prepares correspondence; handles email and/or regular mail.
  • Coordinates and processes mail and invoices.
  • Proofreads documents to ensure accuracy of copy, grammar, punctuation, and spelling. Makes revisions and finalizes documents for distribution.
  • Oversees meeting logistics.
  • Regularly performs significant and recurring administrative tasks with high degree of initiative and independence, and with great attention to detail on numerous projects.
  • Reads and demonstrates an understanding and adherence to Heidrick values, policies, and practices. Ability to establish up-to-date guidelines pertaining to the position.
  • Demonstrates respect, honesty and professionalism at all times.
  • Supports all museum activities in setting up and preparing for all levels of outreach and fundraising events.
  • Adheres to an established work schedule and the organization’s timekeeping practices.
  • Other duties as assigned.

Experience, Knowledge, and Abilities Knowledge of: 

·       Ability to learn codes pertinent to museum and event center is required.

  • Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
  • Principles and practices of business letter writing, report formatting and preparation, data collection, information management, record keeping principles and procedures, and business mathematics and statistical techniques.
  • Modern office management practices and methods, including use of standard office equipment, computer equipment and applications, including word processing, spreadsheet applications, report writing and business correspondence/writing.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.

Ability to: 

  • Highly proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook) and donor software tracking programs with the ability to learn new computer software.
  • Ability to retain a high quality of detail in data entry.
  • Consistently demonstrates high standards of excellence and sound judgment in application of policies and practices in handling matters with the elected leadership.
  • Exceedingly well organized and detail oriented.
  • Discrete and capable of handling sensitive or confidential matters.
  • Able to work in a team environment, determine priorities and assume initiative.
  • Flexible and able to work in a fast-paced environment handling multiple and changing priorities.
  • Exhibits effective interpersonal skills with an emphasis on customer service that is responsive, reliable, accurate and appropriate.
  • Possesses strong verbal and written communication skills.
  • Ability to assist as needed in an organization that is open to the public on weekends and a variety of hours.


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