Description

Provide administrative support to ensure efficient operation of the Research, Conservations and Collections and Horticulture departments through high competency levels of organization, communication and attention to detail.

The Desert Botanical Garden is a Phoenix Point of Pride, a beautiful place that welcomes visitors from around the world, and an organization engaged in research and conservation of desert plants of the world. We are seeking applicants for the position of Administrative Assistant to work within the Research, Conservation and Collections department. The successful applicant will support and interact with scientists, curators, and other staff whose work extends from within the Garden, throughout the Southwest and beyond.

To apply, please submit resumé, and letter of interest. Review of applications will begin March 21, 2024

Essential Duties

• Manage departmental expenses/revenue/grant income in collaboration with Chief Science Officer (CSO) and Accounting. Quarterly updates to include list of RCC/Hort active restricted accounts
• Conduct RCC staff credit card reconciliation prior to CSO approval of expenses; support invoicing for RCC department
• Track time and effort of all RCC staff working on grant projects.
• Active calendar management: set meetings for CSO, including with members of Executive Team; set RCC department meetings; manage department Zoom account; manage Vehicle Reservation calendar
• Prepare Research, Collections, Horticulture (RCH) committee agendas with input from CSO, Senior Director of Horticulture, Director of Research and RCH Chair and take RCH meeting minutes. Post all in Board Effect
• Serve as project coordinator for department events/programs, including Botany and Brunch; interface with Development department to support these events
• Annually update anticipated department staff foreign travel, approved field vehicle drivers, RCC phone list
• Manage SPOT accounts and SPOT devices
• Track submissions of PAF’s for staff/paid interns/grant supported staff
• Coordinate and maintain dbg.org content for RCC department in collaboration with the Marketing department
• Track RCC staff service on Garden committees (Lumi, Safety, Ops, Twigs, etc) to insure timely roll-off/roll on
• Other duties as assigned

Requirements

• High school diploma or equivalent, Associate’s or Bachelor’s degree a plus (knowledge of natural sciences terminology preferred)
• At least two years experience working in an administrative function role
• Bi-lingual English/Spanish a plus
• Knowledge and experience with budget tracking and reporting
• Attention to detail, commitment to producing high quality accurate work
• Computer skills including proficiency with Microsoft Office, Adobe and cloud based platforms
• Well-organized, courteous, reliable and enthusiastic
• Strong work ethic and professional
• Problem-solving and critical thinking skills
• Good technical, interpersonal and oral/written communication skills
• Effective at multitasking
• Embrace being a team player, effective collaborating well with others
• Ability to work off-hours with occasional evenings, weekends and/or holidays

Equipment Used

Typical office equipment

Internal Communication

Frequent interaction with all Garden employees

External Communication

Regular communication with Garden employees. Periodic communication with visiting scientists, students and board members. This could be in person, via telephone and/or email.

Working Conditions

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. This is largely a sedentary role, however, movement between buildings on the Garden campus is required at times.

Potential for tight deadlines or time periods of high workload may require additional hours. The noise level in the work environment is usually minimal. Ability to lift up to 25 pounds.

Reasonable accommodations may be made, when necessary and feasible, to allow a qualified individual to perform essential job functions.

Diversity, Equity, and Inclusion

Desert Botanical Garden is an Equal Opportunity Employer and considers all applicants without regard to race, religion, color, sex, gender identity and/or expression, sexual orientation, marital or parental status, age, national origin, veteran status, disability, or any other status protected by law.

The Garden fosters and supports workplace diversity, equity, and inclusion to honor the unique perspectives, experiences, and contributions of all, to celebrate successes, and to cultivate individual and institutional excellence.

All employees will help add to the Garden’s diversity and fully embrace it.

This job description is not intended to be an exhaustive list of all duties, responsibilities, and deliverables of the role. This is not a contract and should not be viewed as such. Other duties may be assigned by supervisor and/or his/her/their designee

Pay range: $21.00 - $23.00 per hour