The Administrative Assistant primarily assists the Director, Horticulture and assists the Director of Garden and Estate and other staff members as needed for all office-related work. Responsibilities include answering correspondence (written, e-mail, and phone), ordering supplies, scheduling and organizing meetings and completing minutes. In addition, he/she serves as the point person in the department for the Great Plains Business Information System; he/she assists with the administration aspects of hiring interns and new staff and the coordination of garden volunteers. He/she will assist with all aspects of scheduling training, tours, and programs for the interns. He/She will assist as needed for special projects and events.
- Administrative Support: Provide administrative support for the Horticulture Department, extensively using Microsoft office products such as Word, Outlook, Excel and PowerPoint. Oversee the ordering of supplies, magazine subscriptions, membership renewals and other materials as necessary, including the handling of all maintenance and ordering of supplies for the copier, printers, and fax. Take and transcribe minutes for all meetings as requested. Handle all inquiries and follow-up correspondence in a friendly and efficient manner. Coordinate the distribution of information and mail to Horticulture staff.
- Business Support: Serve as the point person in the department for the Great Plains (GP) Business Information System. Handle in a timely fashion requested GP transactions and record-keeping—e.g., e-requisitions, sales input, and departmental Purchase Card transactions.
- Intern/Volunteer/New Hire Support: Coordinate, with the appropriate staff, the recruitment, interviews, orientation, and schedules of interns, volunteers, and new hires. Track intern and volunteer hours and report as requested. Assist with all correspondence dealing with interns and volunteers.
- Scheduling: Assist with the scheduling of horticulture staff /volunteer training programs, on or off-site. Arrange for garden staff registration and travel to lectures and conferences requested. Schedule and book meeting rooms for Garden Committee meetings and Supervisors meetings. Assist staff in coordinating and scheduling all requests for garden staff to conduct tours/programs.
- Events/Special Projects: Assist as needed and requested in the planning and organization of special projects or work on large events such as Truck and Tractor Day.
Minimum Experience: 1 year administrative work
Preferred Experience: Public Horticulture or non-profit work experience