Job Description

POSITION TITLE

Office Coordinator

WILDLANDS STUDIES office Coordinator ~ POSITION OVERVIEW

Wildlands Studies utilizes an Office Coordinator to support our daily administration. This individual must have a strong interest or background in university administration, environmental education, direct management of university students, and/or the outdoor recreation industry.  Under the direction of the Director, this position is responsible for many day-to-day office duties as well as specific tasks including student applications, parent/student inquiries and interactions, application interviews, program preparation and management, contracts, database management, and university relations and campus outreach.

PRIMARY WORK LOCATION

Year-round part-time position located in our office in Aptos, CA and/or split between candidate’s home office and our Aptos office.

POSITION QUALIFICATIONS

• BA/BS degree. 3-5 years office experience minimum in university administration, higher education, study abroad and/or environmental education or working directly with undergraduate students. Ideally, candidate has participated in a study abroad program as an undergraduate.

• Excellent people and communication skills; able to establish professional rapport and build relations with university faculty, parents and students; general clerical skills; detail oriented, able to catch and pay attention to the small details; marketing knowledge; and analytical skills required.

• Excellent telephone skills, comfortable calling and answering calls; able to build rapport with student callers.

• Strong computer skills, with software and database management experience. Must be able to navigate our student software system, run reports, and work with tech support. Web management skills also helpful.

• Easy going personality, willing to take on any number or type of task, able to use humor, common sense and diplomacy when working with others. Must be flexible, and able to work in non-traditional/home office work environment.

• Must be self-led and able to function independently. Able to take on increasing independent responsibility.  Able to maintain confidences. Resourceful, able to learn and acquire skills with minimal instruction.

• This position may be split between Wildlands Studies office in Aptos, CA and candidate’s home office. Must be able to travel to Aptos, CA on regular, weekly basis and also have home office available for working from home.

POSITION RESPONSIBILITIES

Wildlands Studies seeks an office coordinator with a strong interest or background in university administration, environmental education and/or the outdoor recreation industry.  Under the direction of the Director, this position is responsible for both day-to-day office responsibilities as well as specific tasks including student applications, parent/student inquiries and interactions, program preparation management, contracts, database management, and university relations and campus outreach.  This is a 24-30 hour per week year-round position located in Aptos, CA.

Specific Duties include:

• Assist with day-to-day operations including answer phone calls, respond to inquiries, respond to mail, track program enrollment, and other general office tasks such as mailings, photocopying, office supply purchases, etc.; Tasks related to managing a small office.

• Respond to and track program enrollments.  Review applications and acceptances. Respond to parent and student inquiries regarding projects or preparation for participation. Accept payments.  Track student paperwork required for participation.

• Prepare documents for program preparation working with team of instructors.  Requires proof-reading and editing program based materials.

• Maintain enrollment database of participant registrations, correcting entries, drawing reports and assisting with general upkeep. 

• Assist with campus recruitment to support our outreach and recruitment efforts including schedule of campus visits. Coordinate annual mailing of posters and catalogs to universities across the US & Canada.

• Assist with website updates; research new technologies and systems to improve business practices.

• Many more duties as assigned.

APPLICATION PROCESS

We will update this webpage when a position becomes available. Please review our website: www.wildlandsstudies.com. Then complete the Office Assistant online application and attach a cover letter and resume. Qualified applicants will be contacted. 

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