Ocean Job Board
578
Organizations
1,067
Jobs
Administrative Manager
Whale Trust
This job is no longer accepting applications
See open jobs at Whale Trust.See open jobs similar to "Administrative Manager" Schmidt Marine.Administration
Maui County, HI, USA
Posted on Jul 28, 2024
Whale Trust seeks a highly organized, detail-oriented professional who is passionate about our mission to support, conduct, and promote research and education programs around whales and the ocean environment. Reporting to the Executive Director (ED), this position will collaborate with the Whale Trust team to ensure that the day-to-day organizational operations operate smoothly and effectively to meet and support the organization’s values, objectives, and mission.
RESPONSIBILITIES INCLUDE:
Financial Database Management and Organization
- Assist with basic bookkeeping, including organization and filing of all financial records, receipts and invoices, and preparation of books for monthly reconciliations by our bookkeepers.
- Manage accounts receivable and accounts payable.
- Negotiate administrative contracts and maintain contract files, acquiring W9’s, as required.
- Work with the ED to ensure timely submission of state and federal reports for non-profit compliance.
- Responsible for overseeing, tracking, packaging, and distributing merchandise inventory and sales.
Organizational Management and Technology
- Prepare and maintain accurate records, filing systems, and databases ensuring data accuracy and confidentiality.
- Maintain official records and documents; ensuring compliance with federal, state, and local regulations.
- Oversee the day-to-day organizational operations including insurance, registrations, equipment and facilities maintenance.
- Manage Whale Trust’s technology tools and platforms and troubleshoot issues (i.e., staff computers, telephone systems, Google services, and online platforms).
Overall Responsibilities
- Manage daily office operations, including answering phones, responding to emails, picking up mail, and maintaining office supplies.
- Work closely with the Whale Trust team to solve day-to-day challenges that are unique to a small nonprofit.
- Provide administrative support to leadership, board and team members as needed.
- Maintain continuous lines of communication, keeping the Executive Director informed of all critical issues.
- Represent Whale Trust externally, as necessary, to agencies, organizations, and the general public.
- Create processes and systems to work smarter, not harder.
QUALIFICATIONS
The ideal candidate for this position will have a demonstrated ability:
- In office management or administrative roles, ideally within a nonprofit setting.
- Strong attention to detail and excellent problem solving skills.
- Excellent written, verbal, and interpersonal communication skills.
- Excellent planning, time management, database management, and organizational skills.
- Ability to work independently and as part of a team.
- Web-savvy: Proficient with apps including Google Workspace, Microsoft apps, Adobe, etc.
- Handle multiple competing priorities in a fast-paced environment.
- Passion for the mission and values of the organization.
Preferred Qualifications:
- Bachelor’s degree in Business Administration, Nonprofit Management, or related field preferred.
- Experience with Quickbooks Online.
- 1-3 years of related professional experience in Hawai‘i or the Pacific Islands.
PHYSICAL REQUIREMENTS
- Must be physically able to access all work areas and perform all tasks and services required to fully perform the requirements of the job.
- Personal transportation required.
- Requires working under some pressure: meeting deadlines, handling schedules, establishing and maintaining cooperative and productive work relationships, members of the community, and partners in a tactful and courteous manner in a variety of situations.
TYPICAL SCHEDULE
This is a Maui-based, part-time to full-time (Monday-Friday), exempt position with a flexible schedule. Maui or Hawaii-based candidates will be given priority. Some weekends may be required for special events and additional PTO days will be added to offset any extra hours required.
BASE SALARY RANGE
Salary and benefits for this position are commensurate with experience and type of employment (number of hours agreed on for position). Applicants can expect to make between $25 and $30 p/hour ($40,000 and $62,500).
BENEFITS
Flexible schedule, some remote work possible. Monthly transportation and telephone allowances. Paid vacation/ sick leave, 401K and medical benefits for full-time employees.
TO APPLY:
Please submit a cover letter and résumé to careers@whaletrust.org. Applications will be considered on a rolling basis. Interviews will be conducted in August 2024 for this position.
This job is no longer accepting applications
See open jobs at Whale Trust.See open jobs similar to "Administrative Manager" Schmidt Marine.