ORGANIZATION: Alice Ferguson Foundation, Accokeek, MD
FULL TIME or PART TIME: Part-Time (24 Hours/week), Regular
SCHEDULE: Onsite Monday, Wednesday, and Friday (8 hours per day)
REPORTS TO: Director of Operations
SALARY RANGE: $19-$23 per hour, commensurate with experience
About the Alice Ferguson Foundation
The Alice Ferguson Foundation is an environmental educational organization on the Potomac River. It is focused on connecting people to the natural world, sustainable agricultural practices, and the cultural heritage of their local watershed through education, stewardship, and advocacy. Across our programs, we share the wonder and excitement of our farm campus and the woodlands, wetlands, and waterways of the Potomac River watershed with thousands of students, teachers, and community members each year.
Position Summary
The Administrative Assistant supports the Director of Operations and is responsible for reinforcing the core administrative functions of the Alice Ferguson Foundation. The ideal candidate is a highly motivated, detail-oriented individual who possesses excellent communication skills, strong analytical abilities, and superb time management. You should be comfortable working independently with minimal supervision, as well as collaborating closely with a passionate team environment.
Primary Role(s):
Office Management
- Reception & Communication: Respond to phone and email inquiries, route communications to appropriate staff, and warmly represent the organization to all callers and visitors.
- Mail & Correspondence: Open, sort, and process physical mail; actively monitor and manage public-facing email inboxes.
- Operations Support: Maintain office space, track inventory, and order office supplies as needed.
- Scheduling: Maintain and routinely update the master Alice Ferguson Foundation calendar.
Events & Rentals
- Inquiry Intake: Work alongside the Director of Operations to gather intake details for event and rental requests.
- Site Tours: Lead walkthroughs and tours of the campus for potential rentals and events during scheduled office days.
- Documentation: Create draft rental agreements and generate initial client invoices.
Finance Support
- Bookkeeping Assistance: Scan and upload bank statements and credit card receipts; deposit checks at the office and manage the petty cash fund.
- Invoicing: Create invoices for onsite programming, record incoming check payments, and follow up on overdue accounts.
- Audit Prep: Assist in collecting and organizing financial documentation for the yearly Federal Audit.
Human Resources & General Support
- File Retention: Maintain secure employee files and update organizational charts.
- Onboarding: Aid in the preparation and assembly of new hire onboarding documents.
- Team Participation: Participate in staff development, including staff meetings and designated training.
- Perform other duties as assigned.
Physical Demands & Scope of Work
- Must possess the ability to speak, hear, and write effectively.
- Ability to use a computer and related software programs for extended periods.
- Ability to lift up to 25 lbs.
- Travel: Local travel will be required; candidates must possess a reliable personal vehicle.
Alice Ferguson Foundation Functions
Professional Standards of Conduct
- Exhibit teamwork and cooperation by sharing knowledge, coordinating duties with other staff, and demonstrating the willingness to assist others as needed.
- Treat staff members, volunteers, community members, corporate partners, and visitors with courtesy and respect.
- Exhibit leadership by taking initiative, mentoring, and problem-solving.
- Maintain confidentiality of privileged and sensitive information.
- Promote and support the values and mission of the Alice Ferguson Foundation in conduct.
Knowledge, Skills, & Education Required
- Education: Bachelor’s degree is preferred.
- Experience: Experience managing multiple tasks and deadlines, ideally with a broad understanding of the nonprofit sector.
- Technical Skills: Familiarity with Google Workspace tools (Gmail, Google Docs, Calendar) and a strong ability to adapt to new technology systems.
- Core Competencies: Strong analytical, problem-solving, verbal, and written communication skills; exceptional organizational habits and sharp attention to detail.
- Interpersonal Skills: A professional demeanor with the ability to interact well with a culturally diverse network of staff, volunteers, and community members from varied socioeconomic backgrounds.
Equal Opportunity Employer / Minorities / Female / Disabled / Veteran
The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.
HOW TO APPLY: Please send a cover letter and resume to [email protected]
Applications will be accepted until the position is filled. Questions?
Contact Elizabeth Johnson at [email protected]
