Visitor Center and Office Manager
Boiling Springs, PA
MARO Regional Director
The Appalachian Trail Conservancy’s mission is to preserve and manage the Appalachian Trail – ensuring that its vast natural beauty and priceless cultural heritage can be shared and enjoyed today, tomorrow, and for centuries to come.
Under the general supervision of the Mid-Atlantic Regional Director, the Senior Office Manager provides general office support, assists with implementation of Trail-management programs, and provides information and assistance to visitors. Incumbent will be a self-starter and must be able to work independently in a busy office atmosphere. The Senior Office Manager is responsible for providing administrative support to the staff of ATC’s Mid-Atlantic Region and overseeing all aspects of the visitor center operation, including a small retail operation.
Essential Duties and Responsibilities
- Processes documents such as routine correspondence and technical reports; administers databases, generates and updates spreadsheets and charts; formats and finishes draft documents prepared by ATC staff members for distribution to trail-management partners and the public; designs and produces graphical presentation of information; prepares and distributes regional partnership committee and other correspondence. Implements and maintains regional office filing system for electronic and paper documents.
- Collects and posts daily mail; assists with preparation of various mailings generated by regional staff; updates regional contacts; processes event requests.
- Maintains and reconciles regional office checking account, prepares and tracks status of MARO open purchase orders in accordance with ATC accounting procedures; processes incoming bills and invoices for payment, and oversees office petty cash.
- Answers telephones, responds to inquiries, and directs calls to appropriate staff members as necessary; returns calls in the event of a staff member’s long-term absence; serves as initial contact and communications communicator for incident management. Maintains office inventory of publications and supplies for distribution to visitors.
- Issues long term parking permits and processes requests for special use permits for weddings at the lakeside gazebo; manages tracking system and procures inventory of Best Locks and keys.
- Works with ATC System Administrator to troubleshoot any IT issues in the MARO region.
- Assists, as requested, Director of Mid-Atlantic Region, other staff to apply technology that improves the efficacy of MARO operations.
- Administers the day-to-day maintenance and upkeep of MARO regional office.
- Coordinate logistics for bi-annual Regional Partnership Committee meetings.
- Coordinate National Trails Day and Family Hiking Day events in Boiling Springs, Serve as ATC primary contact for Boiling Springs A.T. Community.
- Prepare and distribute monthly MARO newsletter, soliciting content on programs projects from MARO colleagues
- Recruits, assists with hiring, trains, and supervises seasonal visitor services assistant during the busy season.
- Recruits and supervises office volunteers and/or interns to assist with administrative tasks, including recruitment, training, scheduling and oversight of visitor center volunteers covering weekends during the busy season
- Responds to requests for information from visitors.
- Oversees operations of ATC’s Mid-Atlantic Visitor Center including, but not limited to, providing current accurate information to visitors, keeping display racks filled and attractively presented, creating informative and relevant displays and materials.
- Manages and operates the MARO sales and ATC memberships operation including managing the cash register & inventory; conducting daily reporting of cash register and credit card sales for the Accounting Department; inventory reporting from cash register and Navision; and, creating/verifying membership records in PIDI and generating membership letters, membership ID cards and membership packets.
- Bachelor’s degree or equivalent experience required, preferably in Liberal Arts, Communication, Outdoor Recreation
- 3-5 years related experience.
- Energetic self-starter; comfortable working independently, taking on and managing multiple tasks while cultivating cooperation and good communications.
- Able to identify opportunities for growth and partnership and respond positively to challenges with a consensus building, solution-oriented approach.
- Capable of working collaboratively with staff and partners.
- Has skills and successful experience working with people from a wide variety of ages, social and educational backgrounds.
- Requires a high level of demonstrated professionalism in communications, especially verbal, with the public; Ability to inspire cooperation among individuals, private groups, local, state and federal agencies.
- Ability to organize, track and follow through to successful completion and report the details of several programs at once.
- Requires exceptional facility with a variety of computer applications and knowledge of standard office procedures and equipment.
- Requires the ability to conduct research, apply knowledge, and discern when important information is lacking.
- Requires editorial and proofreading skills.
- Grant writing experience
- Ability to communicate with individuals and groups by phone, email, written correspondence and in person.
- Working on the computer or telephone for prolonged periods.
- At times, may require the ability to lift or move light to moderate weight.
- Moderate noise level to office visitor center environment with a high level of activity on the phone, computers, and printers as well as (currently) 11,000 annual visitors.
- Some travel, evening and weekend work may be required.
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