Office Administrator & Camp Director Position
New England Science & Sailing Foundation - Stonington, CT

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New England Science & Sailing Foundation
Office Administrator & Camp Director
Position Description

Position Summary
The Office Administrator runs the business of NESS and provides administrative support services to the Board of Directors, Executive Director, and other staff. The Office Administrator performs day-to-day duties in the office, serves as NESS’s Camp Director while camp is in session, works with NESS’s accountants and treasurer, and is NESS’s “process guru,” managing policies and procedures relating to back office and front office processes. This position reports to the Executive Director.

Duties and responsibilities

  • Manage front desk and supervise volunteers in office

o Answer phone/questions
o Meet and greet visitors/volunteers/parents
o Give tours

  • Manage office

o Get/open/distribute/respond to mail and email
o Maintain Constant Contact mailing lists
o Issue gift certificates
o Maintain general information bulletin board
o Purchase office supplies
o Manage (most) vendor relationships

  • Manage financial aspects of NESS’s business

o Deposit and track payments & prep information for accountant
o Organize bills for approval & payment/designate account numbers
o Routinely review profit & loss statement and balance sheet for accuracy
o Work with accountant to process weekly payroll
o Pick up and distribute payroll
o Track cash position
o Manage annual audit

  • Maintain NESS’s business processes, policies, and procedures
  • Perform Camp Director duties

o Assure regulatory compliance
o Maintain camp binder
o Maintain camp medical log books

  • Support registration

o Maintain student files/medical/waiver/emergency contact info

  • Support program implementation

o Prep weekly class binders with attendance sheets & med forms
o Track daily class attendance and people-on-site data
o Track/distribute emergency medications as necessary
o Monitor VHF during class times/respond as necessary
o Maintain incident reports/review medical log/transport log to & from camp physician
o Administer alcohol & drug testing program for USCG licensed staff

  • Manage supplemental programs – plan, implement, and track

o Slip rentals, equipment rentals, and season passes
o Dinghy, outboard, and dry sail storage
o Facility rentals

  • Maintain employee information

o Maintain employee files, including certification information
o Manage health insurance program
o Maintain employee time sheets
o Maintain employee bulletin board

  • Miscellaneous

o Use ideas, feedback, and suggestions to continuously improve the services provided to the community
o Perform other ad-hoc duties as assigned by the Executive Director

Minimum Requirements:
Skills/Knowledge:

  • Excellent interpersonal skills
  • Excellent oral and written communication skills
  • Excellent computer skills (Word, Excel, PowerPoint)
  • Excellent organizational skills
  • Detail-oriented with a penchant for accuracy
  • Basic knowledge of accounting

Experience/Education/Certifications:

  • High School Diploma or GED; 2 or 4 year degree preferred
  • Prior administrative experience preferred
  • Experience with Quickbooks preferred
  • Experience with Active Network online registration system preferred
  • Adult and child first aid and CPR certifications
  • CT Department of Public Health youth camp director certification
  • Connecticut Safe Boating certification helpful

Compensation

  • Salary commensurate with experience
  • 10 paid holidays per calendar year
  • 3 weeks of paid vacation per calendar year
  • 60% coverage of employee health insurance premium
  • $300 in health reimbursement account
  • Discounts for immediate family members on NESS programs

About NESS and Stonington
NESS is a dynamic year-round community educational organization dedicated to inspiring individuals to discover themselves through the enjoyment of the sea. Our programs include marine science, sailing, and water-based adventure sports like surfing and kayaking for kids of all ages. Our core values of experiential “hands on” learning, personal growth, and inclusiveness underlie our programs and partnerships. An independent 501(c)(3), NESS taught nearly 1,300 students in 2012. Need-based financial aid is available.

Stonington is a small, vibrant community in southeast Connecticut with a deep water harbor that serves as our gateway to the diverse marine environments of Fishers Island Sound. Our location permits innovative, on-the-water (and in-the-water) experiences for our students.


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