Office Manager

Office Manager

John Bunker Sands Wetland Center

Release Date: March 15, 2025

The John Bunker Sands Wetland Center is dedicated to educating the public about water, wetlands, and wildlife conservation. Our mission includes providing educational opportunities for K-12 students, nature seminars, bird walks, boardwalk tours, and scouting programs. The Center offers an immersive experience in a biologically diverse habitat with over 300 bird species and various native mammals, insects, amphibians, and reptiles.

The Office Manager plays a vital role in ensuring the smooth daily operation of the John Bunker Sands Wetland Center. This individual will oversee internal processes, financial records, and general office management while coordinating visitor experiences, volunteer programs, and events. This position is part-time, requiring 30 hours per week, with some flexibility for occasional evening and weekend hours. Benefits are included.

Financial Management:

• Serve as the primary point of contact for all financial matters between the Wetland Center and its parent organization, Rosewood.
• Handle monthly financial reporting by tracking, scanning, and uploading receipts, ensuring accurate coding in accordance with the Center's Chart of Accounts.
• Reconcile monthly bank accounts with Square transactions and prepare required financial reports.
• Oversee deposits, ensure timely bank deposits, and maintain proper records of all transactions.
• Manage petty cash and document check payments.
• Assist with the creation and monitoring of annual and monthly budgets using Excel (potential future transition to QuickBooks) for ED and internal $ tracking.
• Prepare draft thank-you letters for donations and track donor information.

Visitor and Member Services:

• Manage visitor interactions, ensuring a welcoming environment and smooth flow of events and classes.
• Maintain an updated staffing calendar to ensure adequate staffing for visitors and events.
• Respond to phone and email inquiries, forwarding relevant information to the appropriate team members.
• Collect and maintain a master contact list for staff and volunteers, updating monthly.
• Oversee the Volunteer & Membership Programs, ensure accurate data collection and quarterly communication with members.

Facility and Supply Management:

• Oversee facility rental arrangements for external events and maintain communication with contractors for essential services such as cleaning, pest control, and HVAC maintenance.
• Manage office supplies, ordering materials as needed and maintaining vendor contacts.
• Keep an up-to-date emergency contact list and lead quarterly emergency procedure training for staff.
• Ensure that all filing systems are organized, and necessary documents are readily accessible.

Volunteer Program Management:

• Coordinate volunteer recruitment, onboarding, and background checks, ensuring volunteers are integrated into their roles at the Center.
• Provide assistance in managing volunteer schedules and job assignments.

Board and Event Support:

• Prepare quarterly board reports, ensuring drafts are submitted to the Executive Director for review at least two weeks in advance.
• Assist with setting up board meetings, including preparing materials, arranging facilities, and providing logistical support.
• Help plan and execute the annual fundraising event, tracking silent auction donations, and assisting with event set-up and clean-up.

• Experience: Minimum of 7 years of professional experience, including at least 5 years in bookkeeping and office management. Experience in a visitor-centered environment (e.g., a museum, nature center) is a plus.
• Technical Skills: Proficiency with financial software (Excel, QuickBooks) and ability to handle financial reporting, reconciliation, and budget preparation.
• Organization: Exceptional attention to detail with the ability to prioritize and manage multiple tasks in a busy work environment.
• Communication: Strong written and verbal communication skills, including the ability to interact effectively with visitors, volunteers, and team members.
• Interpersonal Skills: Able to establish positive relationships with staff, volunteers, and the public.
• Team Player: Self-motivated with a proactive approach to problem-solving and a commitment to creating efficient office systems.

• Hours: 30 hours per week, typically Tuesday to Friday (9:00 AM - 4:00 PM 7 hours a day). Saturdays (once a month 4 to 7 hours), Monday 4 times a year for quarterly board meetings (4 hours each time), and 3-4 evenings a year
• Salary: $48,000 annually (75% time)
• Benefits: Competitive salary, vacation time, medical benefits dental/vision, and retirement plan options.

Please submit the following to Catriona Glazebrook, Executive Director, at :

1. A resume.
2. A cover letter detailing your experience and skills relevant to this position.
3. Three professional references (to be contacted only for finalists).

The John Bunker Sands Wetland Center is an equal-opportunity employer committed to diversity and inclusion. We encourage applications from all qualified individuals, regardless of race, gender, religion, sexual orientation, or any other protected status.