Western Resource Advocates (WRA) is hiring an enthusiastic and organized problem solver to join our team in Colorado! The Administrative Coordinator will be responsible for the smooth functioning of a wide range of WRA’s administrative systems and offices, supporting the day-to-day operations of the organization. This position will work with WRA staff, vendors, and landlords to anticipate the operational needs and resolve problems. Realms of responsibility include administrative, facilities, meeting and event planning, and calendar and scheduling support. Reporting to the Vice President of Finance and Administration, the Administrative Coordinator will be a part of WRA’s Central Administrative Team. This is a great opportunity to learn and grow with other administrative professionals, while making an impact for an incredible non-profit.
About Western Resource Advocates
WRA fights climate change and its impacts to sustain the environment, economy, and people of the West. We respect the different needs of diverse people and partner with them to develop a shared vision for progress—one that advances communities while protecting biodiversity.
Our team of experts has three decades of experience of working where decisions are made, sweating the details, creating evidence-based solutions, and holding decisionmakers accountable. This on-the-ground work with policymakers and other advocates advances clean energy, protects air, land, water, and wildlife — and preserves the lives and livelihoods of the West.
This position is required to work at least one day each week in the office, alternating each week between WRA's Denver and Boulder offices. For the other days, there is an option for hybrid remote and/or in-office setting from WRA’s Boulder or Denver office. More days in each office may be necessary depending on work, activities and events.
Responsibilities & Activities
Serve as the general contact for WRA and respond to and direct public inquiries (email, phone, mail, etc.).
Oversee non-benefits insurance policies and renewals (business liability, directors & officers, professional liability, etc.).
Review independent contractor agreements and liaise with other WRA staff for these agreements; collaborate with the Vice President of Finance and Administration for execution of final contracts.
Order office supplies for Colorado offices and, as needed, assist other offices and staff with supply orders.
Purchase gifts for staff and Board of Directors for life events (retirement, major WRA anniversaries, hospital/major illness, bereavement, etc.).
Postage and shipping support, as needed.
Evaluate, update, and/or develop office policies and procedures for improved workflow and needs of a growing organization.
Partner with other members of the Administrative Team to onboard new employees.
Partner with other members of the Administrative Team to maintain The Hub, WRA’s internal staff website.
For all Offices:
Track WRA leases and be point of contact with landlords on lease renewals. Partner with state administrative staff on other matters with landlords.
Take lead on new office space searches, while partnering with WRA staff in each state.
Coordinate overall space planning and office needs.
Approve and purchase, or help purchase, office furniture.
Work with IT Manager and state administrative staff to manage hybrid work/hoteling systems.
For offices outside Colorado, partner with state administrative staff to ensure each office’s environment is clean, welcoming, and safe for staff and guests; ensure supplies, furniture, systems, etc. meet the needs of staff.
For Boulder and Denver Offices:
Work from the Boulder and Denver offices at least 1 day each week – alternating between each office.
Serve as contact with property managers; report any maintenance or safety issues.
Serve as contact with security monitoring service and check office when alarm goes off. This may require unplanned visits to the office if the alarm is triggered.
Organize office supplies.
Distribute mail and deliver mail between Boulder and Denver offices; as needed, forward mail to remote staff.
Onboard new staff (keys, order name plates, train on security systems, office/desk/hoteling assistance, etc.).
Maintain a clean office and enjoyable work environment, ensure the offices are organized and tidy, and work with each office’s cleaning service.
Maintain approved parking list and monitor for unpermitted parked cars.
Coordinate annual shredding day; recycle “hard to recycle” materials in the office (old batteries, Styrofoam, plastic bags, etc.).
Assist with assembling furniture, moving items, etc., as needed.
Work with IT Manager to manage hybrid work hoteling system.
With support from HR Team, coordinate employee engagement activities.
MEETINGS & EVENTS
Plan and execute various WRA meetings, retreats, and other social activities. This includes all-staff and team retreats, socials, field trips, retirement socials, baby/wedding showers, holiday parties, etc.
Maintain organizational calendar/send calendar invites for all-staff meetings, holidays, events, retreats, Board meetings, and other organizational events.
Work with Executive Assistant on planning, logistics, and execution of WRA Board of Directors meetings. If needed, assist with taking minutes at Board of Directors meetings.
Planning and logistics may include researching venues, booking lodging & venues, negotiating with vendors, reviewing proposals, monitoring budgets, planning meals, ensuring audio-video needs, and more.
Attend in-person, as needed, meetings, retreats, and other events.
CALENDAR & SCHEDULING SUPPORT
Provide scheduling support to the Vice President of Finance and Administration.
Provide scheduling support to some members of WRA’s Senior Leadership Team (currently, this scheduling support would include Healthy Rivers Director, Western Lands Director, Marketing and Communications Director, and Government Affairs Director).
Maintain WRA’s organizational calendar of staff meetings, holidays, events, retreats, etc.
Other calendar and scheduling-related projects and tasks as needed and assigned.
Work on special projects assigned by the Vice President of Finance and Administration.
As needed, document administrative processes and procedures.
Other administrative projects, tasks, and duties reasonably related to the functions described above.
Occasional travel is required, generally within the Interior West. This travel includes in-person attendance at staff retreats and Board meetings/retreats. Typically, there are two Board meetings, and at least one all-staff retreat in our region each year. More days in each office may be necessary depending on work and activities.
Qualifications & Competencies
Any equivalent combination of education, training, and experience, which provides the required knowledge, skills, and abilities to perform the essential functions of this position, will be considered. For example, the requisite knowledge, skills, and abilities would include:
Three to five years of administrative experience.
Strong organizational skills, with the ability to manage and prioritize a wide variety of tasks and provide follow?through.
Attention to detail.
Strong written and oral communications skills.
Strong interpersonal skills, and comfort in communicating with working with people from diverse ethnic, educational, and professional backgrounds.
Excellent calendar management skills.
Comfort in working with technology and a variety of computer systems.
Ability to work at least 1 day each week from WRA’s Boulder and Denver office – alternating between each office.
Ability to travel within WRA’s seven-state region to attend retreats and other events.
Salary & Benefits
The salary range is $50,000 - $60,000 annually; salary depends on relevant experience and new staff rarely start at the top of the range. WRA’s excellent benefits package includes a 401 (k) retirement plan with up to 5% matching and health, dental, vision, and life & disability insurance with 100% of premiums paid by WRA. Annually, staff receive three weeks paid vacation leave, twelve paid sick days, one paid volunteer day, one paid birthday off, twelve paid holidays, and WRA is closed for Winter Break between Christmas Day and New Year’s Day for additional paid time off. After one year, employees are eligible for up to twelve weeks of parental leave with the first six weeks paid, and after five years, staff are eligible for up to twelve weeks of paid sabbatical leave. Position is full-time exempt.
Deadline To Apply: Monday, August 28, 2023
Thank you for your interest in the Administrative Coordinator position with Western Resource Advocates. You will need to upload the following:
Cover letter describing your relevant qualifications and the reason for your interest in WRA and this position; and
Please direct any questions about this position or application process to email@example.com.