Prairie Oaks Administrative Associate

Position Title: Prairie Oaks Administrative Associate

Location: Hybrid in Belle Plaine, MN

Position Type: Full-time, hourly, overtime eligible

Schedule: 40 hrs/wk; generally 8 hrs/day Monday–Friday; in person at least three days/wk

Starting Wage: $18 - $21/hr, depending on experience

Benefits: Medical, dental, vision, and short-term disability insurance; 401(k) with 5% match; paid time off starting at 12 vacation days (increasing with tenure), plus 80 hours paid sick & safe leave, and 12 paid holidays annually.

Final date to receive applications: Applications will be accepted on a rolling basis; the position will remain open until filled.

Start Date: As soon as feasible

Support national monarch and pollinator conservation as the Prairie Oaks Administrative Associate for the Monarch Joint Venture, a 501(c)(3) nonprofit organization. Learn more about the mission, vision, and values of the MJV on our website, here.

This full-time position provides administrative support for Prairie Oaks, the Monarch Joint Venture's conservation campus and primary in-person workplace. Working closely onsite with the Executive Director and supporting a largely remote staff, the Prairie Oaks Administrative Associate completes day-to-day administrative tasks related to office administration, development administration, online store operations, and other related administrative needs.

A minimum of three days per week must be worked on-site at Prairie Oaks (1100 W. South Street, Belle Plaine, MN 56011). The remaining workdays may be remote or on-site. The ideal candidate is organized, dependable, detail-oriented, and comfortable following established processes while managing a variety of routine responsibilities in support of a mission-driven organization. This position will report to the Executive Director.

Provide day-to-day administrative support for MJV’s office at Prairie Oaks, helping keep the space, equipment, and support systems organized, functional, and well maintained.

• Receive, sort, and distribute incoming mail and deliveries, maintaining organizational mail logs as needed.
• Maintain organized inventories of office equipment, field equipment, and supplies stored at Prairie Oaks.
• Coordinate equipment shipments to and from remote staff and maintain records of equipment assigned to employees.
• Monitor inventory of office supplies and coordinate purchases as needed.
• Answer the main phone line and general email inbox.
• Identify routine office needs, complete assigned follow-up, and bring questions or concerns to the appropriate supervisor.

Provide routine administrative support for donor stewardship, fundraising records, and Monarch Marketplace vendor relationships using established procedures and templates.

• Prepare and send donor acknowledgment letters and emails using established templates and procedures.
• Enter and update donor, gift, and related information in Bloomerang, the organization's customer relationship management (CRM) system, accurately and promptly.
• Maintain organized records of donor communications and assist with routine database review and cleanup as directed.
• Communicate with Monarch Marketplace vendors using established templates, track responses and agreements, and help maintain accurate vendor records.

Support the day-to-day operation of the Monarch Joint Venture online store by managing inventory housed at Prairie Oaks, fulfilling customer orders, and providing responsive customer service.

• Process, pack, and ship customer orders.
• Maintain accurate inventory records for all store merchandise.
• Monitor inventory levels and coordinate product reorders as needed.
• Answer routine customer questions and concerns via email.
• Update product listings, descriptions, photographs, and other store website content.
• Prepare inventory to be sold at in-person events.
• Assist with additional e-commerce and fulfillment activities as needed.

Provide administrative support to the Executive Director and broader organization by completing assigned tasks, maintaining organized systems, and assisting with routine administrative functions.

• Complete administrative projects and tasks assigned by the Executive Director and leadership team.
• Maintain organized digital and physical records, documents, and administrative systems.
• Assist with scheduling, meeting logistics, document preparation, and other…