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Job Detail: Administrative Support

About: 

The BDA is a participatory, membership-based nonprofit organization that works to nurture the North American biodynamic movement as a diverse, collaborative, and thriving ecosystem. We aim to incubate strong leadership in the biodynamic community; grow the community of biodynamic farmers, ranchers, gardeners, and land stewards; communicate the powerful vision of biodynamics and the potential it holds for the Earth; and nurture the deep spiritual roots and insights of biodynamics. We have a strong commitment to diversity, equity, and inclusion in our work and in the world we inhabit, which is outlined in our Diversity, Equity, and Inclusion statement, and we expect all team members to participate in enacting this commitment. The BDA strives to embody biodynamic principles in how we operate as an organization, and we have an agile, living approach to organizing our work. Drawing inspiration from Reinventing Organizations, Holacracy, and other evolutionary organizational models, our organization is structured into self-managing circles made up of a number of roles focused on different areas of work that support the organization's mission and theory of change. Most people on the BDA staff fill multiple roles, and the structure of circles and roles evolves to meet the changing needs and opportunities that the BDA encounters and the developing interests and capacities of staff. Our Core Beliefs outline more about how the BDA works in the world, as well as how we work as an organization

Position Summary: 

Administrative Assistant

  • Supporting Executive Director and other roles with excellent, timely, and responsive administrative assistance
  • Creating, formatting, and editing documents, presentations, emails, and web pages 
  • Organizing and entering data in spreadsheets and Civi contact database 
  • Conducting research and creating reports 
  • Filing, copying, scanning, and preparing mailings 
  • Assisting with scheduling meetings and making travel arrangements
  • Planning and managing logistics of board retreats 
  • Managing the Master Hotel List for the annual BDA-hosted conference that includes staff, presenters, board members, and key guests, and communicating with the Venue and Food Magician role about additions and changes to that list 
  • Adding community posts to calendar of events and forums

Phone System 

  • Updating and recording outgoing BDA phone message 
  • Setting up and maintaining extensions for all employees and key contractors 
  • Distributing current extension list and conference call number(s) to all employees and key contractors 
  • Assisting employees and key contractors with setting up call forwarding and voicemail greetings 
  • Determining level of service most appropriate to BDA needs 
  • Creating policies and reimbursement levels for business use of personal phones 
  • Working with phone system company to troubleshoot and resolve problems 
  • Sharing UniTel Voice (or current phone provider) best practices with staff 
  • Training new employees and key contractors on phone system use

Calendar Consciousness 

  • Maintaining BDA google calendar with up to date information on employee and key contractor working days/hours/locations and time off 
  • Verifying that away messages and email/phone call forwarding are in place for all employees who are off for 3 or more working days 
  • Maintaining a vacation calendar to help employees coordinate time off of 3 or more working days 
  • Training new employees and key contractors on calendar documents and usage

Family Fairy 

  • Creating a plan for childcare and/or children’s activities at the conference 
  • Communicating the plan for children with the conference circle in order to effectively integrate the plan with the rest of the conference content, timing, and registration 
  • Securing adequate volunteer or paid labor for all scheduled childcare hours and/or children’s activities, according to state and federal legal requirements
  • Caring for the logistics of any background checks, reference checks, or other required matters related to childcare/children’s activities staff and volunteers 

Language Weaver

  • Determining which languages will be formally present at the conference 
  • Researching and securing simultaneous interpretation services 
  • Translating or arranging for translation of conference information, registration form, scholarship application, and any other key communications pieces 
  • Making a plan to integrate language interpretation into conference keynotes, workshops, and other events, in collaboration with other relevant roles 
  • Receiving and helping determine feasibility of meeting special needs requests reported through conference registration 
  • Responding to non-English inquiries about the conference 
  • Welcoming ESL and non-English speakers to the conference and orienting them to services available

Position Qualifications: 

  1. Passion for providing administrative support in a non-profit environment 
  2. A high degree of organization and attention to detail 
  3. Tech savvy and proficiency with MS Office suite, Google Suite, and internet research 
  4. Motivation and responsibility for completing projects independently 
  5. Good time management and capacity to prioritize competing tasks
  6. Enthusiasm for biodynamic and regenerative agriculture, and openness to discussing and exploring the spiritual dimensions of biodynamics 
  7. Excellent interpersonal communication skills 
  8. Fluency in English, with at least conversational proficiency in Spanish preferred 
  9. Ability to proactively communicate and ask questions 
  10. Willingness to give, receive, and act on honest feedback 
  11. Warmth, kindness, and a sense of humor and fun

Pay and Benefits: 

BDA employee pay is determined through our collaborative pay setting and budgeting processes, which take into consideration the needs and gifts of each employee and the organization as a whole. Please read our Guiding Principles for Pay Setting at the Biodynamic Association for more information. The resources we currently have available will support a pay rate for this position of $15.23 per hour for our April 1, 2020 - March 31, 2021 fiscal year. BDA benefits include four weeks paid time off and eleven paid holidays per year, reimbursement for qualified health expenses of up to $200 per month (for employees working at least 20 hours per week), and the option to participate in a retirement savings plan.

How to Apply: 

The Biodynamic Association is an equal opportunity employer with a strong commitment to Diversity, Equity, and Inclusion. People of color, people of all ethnic backgrounds and religious affiliations, people of all sexual orientations and gender identities, and people with disabilities are encouraged to apply. To apply, please send an email to resumes@biodynamics.com with the following format (applications not sent in this format will not be considered): Email subject line: Admin: [Your full name], [City, State] Within the body of your email, include a brief personal statement addressing:

1. Why you are interested in working with the Biodynamic Association

2. How your skills, interests, and experience intersect with the responsibilities and qualifications of these roles

3. Your time availability including hours per week, any fixed constraints on your work schedule, and when you would be available to begin work

4. Your desired work location

5. Anything else you want us to know about you

Attach your current resume as a PDF with the file name: [Your Full Name] Resume Applications will be reviewed and interviews will be scheduled on a rolling basis beginning Wednesday, April 1. We anticipate a start date for this position of May 1, 2020. Email resumes@biodynamics.com with any questions. No phone calls, please.

 

About the job

Location Remote
Field Administrative
Time Flexi-time
Date 28 March 2020

About the company

Company name Biodynamic Association
Logo logo

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