MNA is seeking an Operations Administrator.
MNA Overview
Montana Nonprofit Association (MNA) believes Montana’s vitality and livability depend on a thriving nonprofit sector. We are creating a future where nonprofits are recognized and celebrated, have the resources needed to fulfill their missions, and are strategically connected with one another and with partners in business and government. MNA is a membership organization founded in 2001 to promote a strong nonprofit sector in Montana. MNA achieves its mission through advocacy and public policy, access to affordable products and services, organizational development and training, research and information sharing, and network building. Representing the richness and diversity of Montana’s charitable nonprofit community, MNA’s 600+ nonprofit members address a broad array of missions, represent communities across the state, and range in size from the smallest all-volunteer nonprofits to the largest organizations in Montana. Our mission is to provide leadership for Montana’s nonprofit sector and partner with charitable nonprofits to promote a sustainable, networked, and influential sector.
Position Overview
The MNA Operations Administrator is a customer service and team-oriented person who often serves as the face of MNA, providing crucial support to MNA members and staff. This position is responsible for all aspects of office management, administrative & program support, and limited human resources and finance support. The position requires superb organizational skills, excellent self-motivation, attention to detail every day, and someone who enjoys problem solving and helping others succeed.
This full-time, permanent position reports to the MNA Associate Director and works closely with all members of the MNA team.
Primary Functions & Responsibilities:
- Lead customer service for the team, often the first point of contact for the public, respond to outside information inquiries (TA’s) and direct inquiries to the team
- Consistently organize and maintain office systems, operations and procedures
- Assist with MNA’s Customer Relations Management (CRM) system, including membership and donation data entry, workflow development and management, events, etc.
- Maintain office calendar, schedule staff meetings, and coordinate miscellaneous office events
- Manage file systems, digital needs (phone, internet, computers, etc.), and ensure data security
- Light office maintenance (plant watering, office tidiness, water cooler, etc.), supply ordering, errands, etc.
- Maintain and order office equipment, computers, and supplies; assist with light IT questions
- Collect and distribute the mail
- Receive and record deposits, coordinate record keeping with membership and bookkeeping, take prepared deposits to the bank, and help track receivables/payables
- Executive support: manage executive schedules, calendars, appointments, travel, and expense submissions
- Board support: scheduling board and committee meetings, meeting minutes, board communication, and committee support
- Coordinate event logistics including venue selection and scheduling, catering, set-up/tear down, and serving as lead contact during events
- Participate as a full member of the team in staff meetings and taking on additional projects as needed to support the functioning of the team
- Promote a warm office culture, including recognizing and celebrating team birthdays, anniversaries, work anniversaries, and other significant life events
Essential Qualifications and Skills:
- Strong work ethic, consistent attention to accuracy and detail, and experienced in a wide range of administrative and executive support related tasks
- Energetic professional who can wear multiple hats
- Works independently while prioritizing and balancing multiple tasks in a team environment where priorities may shift due to team needs
- Proficient in Microsoft Office, including advanced tasks like mail merges
- Experience working within a membership database CRM is a huge plus (NeonOne, Salesforce, etc).
- Effective verbal communicator, collaborative, strong follow-through and a passionate personal commitment to strengthening Montana’s nonprofit sector
- A commitment to learning and growth as a member of a team that seeks to understand diverse perspectives beyond its own experience
- Supports the success of team members and contributes to an optimistic and fun work culture
- The individual must be able to perform the primary functions and responsibilities of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Compensation Information:
- $19.50-21.50/Hour depending on qualifications and/or experience
- Health and Retirement benefits
- Generous PTO & vacation policy
Working Environment:
This full-time position is based in Helena, MT with an expectation of working five days a week during typical office hours. The position is based in a professional office setting. Limited remote work days may be scheduled based on the needs of the team and organization.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions and responsibilities of the job.
While performing the duties of this job, the employee is regularly required to talk and/or hear. The employee frequently is required to stand, walk, use hands to handle items, and reach with hands and arms. The position requires the ability to occasionally lift office products and supplies up to 20 pounds.
Travel:
Travel is not expected of this position other than assisting with an out-of-town conference every other year.
Education and Experience:
An Associate’s Degree is required.
At least two years Office Management experience is required.
Longevity in Office Management may be in lieu of education.
Preferred Education and Experience:
A Bachelor’s Degree is preferred.
Three years in a fast paced office setting is preferred.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change.
The priority application deadline is September 17, 2021, and this position will remain open until filled. Please email a resume, cover letter, and three references to [email protected] No phone calls please.
