Entry Level - Administrative Coordinator

Fossil Rim Wildlife Center; Glen Rose (TX); On-site; USD 30,000 - 40,000; Full time

Job summary

A non-profit wildlife organization in Glen Rose, TX, is seeking an Entry Level Administrative Coordinator to support the HR and Finance Departments. Responsibilities include coordinating incoming and outgoing interns, inventory management, and assisting with finance functions. Ideal candidates should have a High School diploma, strong organizational skills, and intermediate proficiency in MS Office. This position requires flexibility for a 40-hour work week, including weekends and holidays as needed.

Qualifications

• Ability to prioritize and multi-task.
• Must communicate effectively both verbally and in writing.
• Ability to lift up to 50 lbs occasionally.

Responsibilities

• Coordinate intern arrival and departure paperwork.
• Maintain intern program and files.
• Collect deposits from nature store, café, and front gate.

Skills

Organizational skills

MS Excel

MS Word

MS PowerPoint

Effective communication

Problem-solving

Detail-oriented

Education

High School/GED

Job description

We are an Equal Opportunity Employer and do conduct background checks. To view overarching information about internships, please go to our Internship Overview page.

Position

Entry Level Administrative Coordinator

Location

Glen Rose, TX

Job Id

335

Number of Openings

1

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 Scathage, 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.

Specific/Mandatory Duties

Human Resources

• 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)
• Other responsibilities as assigned

Inventories: Supply Department

• 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.

Finance/Administration

• 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

Secondary Duties and Responsibilities

• 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.

Desired Qualities, Experience and Educational Skills

• 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.

Work Requirements

• A 40-hour workweek requiring flexibility.
• Available to work on weekends and holidays only as needed.
• Adherence to all company policies, rules, and procedures.
• Available to work extra time as and when needed.
• Regular attendance is required as scheduled

Please submit your resume today! We are a Non‑Profit organization and an equal employment opportunity employer and will consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity, national origin, protected veteran status, disability or any other protected classification under federal and state law.

Fossil Rim is an “at will” and equal opportunity employer. It should be noted that it is company policy to conduct background checks on potential new employees, inclusive of testing for drugs and controlled substance use.

We invite you to apply for the position of Entry Level Administrative Coordinator. The position is open to qualified applicants who possess the necessary skills and experience as described above.