Administrative Coordinator

Fossil Rim Wildlife Center•Glen Rose, TX

About The Position

Summary and Purpose of Position: This position is responsible for support of the Human Resources and Finance Departments. This position has a unique involvement and interaction with all departments throughout the center. This position will involve coordinating all incoming & departing interns/preceptors along with the supervision of the intern house, Katie’s cottage and Scottage, as well as helping at the central warehouse facility and other administrative activities as needed. The administrative coordinator is to receive and track supply levels for all office, cleaning, paper goods, and other assigned incoming supplies. The position is responsible for pulling supplies and delivering to departments on site. Communicating professionally with interns, preceptors, vendors, freight companies, delivery personnel, and all level of staff as necessary.

Requirements

High School/GED Education
Good organizational skills, with the ability to prioritize and multi-task
Intermediate knowledge of MS Excel, Word, and PowerPoint.
Must communicate effectively both verbally and in writing. Strong problem solving.
Detail oriented and ability to work without supervision
Ability to work closely with other departments, and interact positively and professionally.
Knowledge and use of safe lifting procedures.
Ability to bend, stoop, and lift up to 25 lbs. repeated and up to 50 lbs. occasionally.
Ability to spend up to 2/3 of the work day standing/walking.
Ability to work outside as needed in weather ranging from extreme heat +100 degrees to extreme cold below freezing and in wet weather.
Self-Starter, learn quickly and have the ability to adapt to new responsibilities and assignments.
Willingness to take on assignments and tasks which may be unrelated to the core job description but which are important to the company.
A 40-hour workweek requiring flexibility.
Adherence to all company policies, rules, and procedures.
Regular attendance is required as scheduled

Responsibilities

Coordinating all interns/preceptorships arrival and departure paperwork
Be available for all intern/preceptor arrivals to Fossil Rim
Maintaining the intern program and meetings
Maintain intern housing; intern common area and room checks
Birthday and Anniversary cards to staff
Help Maintain and file Intern files
Assist HR with scanning employees’ files
Help maintain an organized inventory for uniforms store
Schedule Intern Talks each season with all the department heads (possible in future)
Achieve and maintain a thorough knowledge of all supplies used at Fossil Rim
Follow policies and procedures to enhance the ease of receiving and delivering supplies and recommend changes as needed.
Receive all incoming assigned supplies and verify quantity matches packing slips & notify the accounting generalist of receipt and of any discrepancies.
Process and deliver, if needed, incoming orders from shipping companies.
Work closely with Purchasing to ensure timely delivery of supplies.
Pull supplies requested by departments and deliver to various departments as required.
Maintain warehouse inventory, organizing supplies, and reordering supplies for central.
Collect all incoming deposits from the nature store, café, and front gate.
Collect all penny press, telescope machine, and donation monies from on-site locations.
Deliver the deposits to the Accounting Department for review / recording.
Deliver all change orders to Nature Store, Café, and Front Gate that are prepared by the Accounting Generalist.
Help accounting generalist with purchasing orders
Take mail to roadside mailbox or post office as needed.
Deliver incoming mail to department/individual mailboxes as addressed. Emailing interns when they have received any kind of mail.
Maintain the Admin vehicles (take to car wash, vacuum, clean interior and the windshields.
Perform other duties as assigned.