REEF Campus Operations Assistant

Reef Environmental Education Foundation (REEF) seeks a reliable, detail-oriented Campus Operations Assistant to support the day-to-day administrative and operational work that keeps REEF Campus running smoothly. The right candidate will take ownership of core administrative categories — shipping and store support, back-office processing, facilities coordination, and mail. This is an in-person role based at REEF’s Key Largo Campus. The ideal candidate is comfortable working across a variety of digital tools and platforms, is willing to learn and adapt to new systems, and looks for appropriate ways to use technology to work efficiently.

They work independently with initiative and bring reliability to a busy, mission-driven nonprofit campus. The staff member will be accountable for the consistent, ongoing execution of core categories.

• Process and ship online store orders; support REEF Trip and event package preparation (checking supplies, ordering, packing, and sending).
• Support store inventory tracking and routine reordering.
• Provide tidiness checks for the Ocean Exploration Center retail area.
• Welcome members of the public who visit REEF’s Administrative building and provide friendly, informed assistance.
• Answer incoming phone calls and route them to the appropriate team member.
• Open, sort, and distribute incoming mail; retrieve and send outgoing mail via the post office.
• Run routine campus supply errands (office and cleaning supplies, water, etc.).
• Support onboarding logistics for new team members (tech setup coordination, calendars/logistics).
• Complete routine payment reconciliations (e.g., Pitney Bowes, Pay Pal/Square) following documented procedures.
• Support bank deposits and other routine financial administrative tasks.
• Maintain accurate records for assigned administrative processes.

• Coordinate vendor scheduling (landscapers, cleaners, etc.) under the Operations Manager’s direction.
• Support storage, furniture/equipment, and phone system coordination.
• Assist with routine facilities upkeep coordination across campus buildings.

The new staff member will initially focus on store order processing, shipping, and mail, which are the priority areas for this fall, before taking on additional responsibilities. REEF Interns, Fellows, and other campus staff remain available to help with overflow and higher-volume periods. The roles and responsibilities for this position are dynamic and will continue to develop over time aligned with the organizational needs.

• Strong attention to detail and organizational skills.
• Proven ability to work independently, take initiative, and follow through on assigned tasks.
• Willingness to use AI tools for drafting, organizing, and/or troubleshooting as part of normal daily work.
• Ability to learn new systems and platforms quickly (Asana, Zoho, Slack, point-of-sale/retail, etc.).
• Strong written and verbal communication skills.
• Reliable, predictable weekly availability with reasonable flexibility for occasional schedule shifts.
• Comfortable working across a busy, multi-building nonprofit campus alongside staff, interns, fellows, and visitors.
• Prior administrative, retail, shipping/receiving, or office-support experience preferred.
• Eligible to work in the US without sponsorship.

• Able to lift and carry up to 25–40 lbs (store/trip package shipments, supply deliveries).
• Able to move between buildings across the REEF Campus, including some outdoor walking in Florida Keys weather conditions.
• Able to stand or walk for extended periods during shipping, receiving, and retail support tasks.
• Regularly present on-site in REEF’s Administrative building, Key Largo, FL during…