Position: Administrative Assistant
Hubbard Brook Research Foundation (HBRF)
Status: Part Time
Location: Hybrid with scheduled weekly hours in the HBRF Administrative office in Woodstock, VT
Occasional weekend and evening work, including trips to the Hubbard Brook Experimental Forest in Woodstock, NH
Regular Schedule: 12 - 15 hours per week, within normal business hours 9:00 am – 5:00 pm, Monday – Friday, according to an established schedule
Reports To: Executive Director
Hourly Compensation Range: $19 - $25, commensurate with experience and performance
Organization Description
The Hubbard Brook Research Foundation (HBRF) works to support the Hubbard Brook Ecosystem Study in Woodstock, NH. Over the past 70 years at the 7,800-acre Hubbard Brook Experimental Forest, long-term studies of air, water, soils, plants, and animals have revealed the causes and consequences of acid rain; the effects of lead, salt, and nitrogen pollution in streams and lakes; the environmental drivers affecting migratory songbirds; and the impacts of climate change on our ecology, economy, and culture.
Established in 1993, HBRF connects the science with diverse stakeholder groups across and beyond the Northern Forest Region. HBRF initiatives include fundraising for science and public engagement, media outreach, community relations, collaborations with forest practitioners and other partners, guided forest tours for school groups, non-partisan policy outreach, communications training for young scientists, dialogue events, and policy-relevant briefings and bulletins. Against a backdrop of rapid environmental change, HBRF opens effective channels for action-oriented dialogue between science and society for informed policy and practice.
HBRF also provides logistical support to scientists and students in the forms of research housing and classroom, laboratory, and storage spaces.
For more information, visit: www.hubbardbrook.org
Role DescriptionReporting primarily to the Executive Director and working closely as needed with the Finance Director and Associate Director, the Administrative Assistant will provide weekly logistical and organizational support in HBRF’s Woodstock, Vermont office, with the possibility of working a portion of their time remotely. The role includes donor correspondence and database entry, basic bookkeeping, meeting organization and materials preparation, and other administrative tasks as needed.
Duties & Responsibilities
· Maintain confidentiality of financial, personnel, and donor information
· Maintain, update, sort, and segment HBRF’s donor database in Little Green Light
· Assist with direct mail and electronic donor appeals and communications
· Prepare donor acknowledgment letters for the Executive Director’s review/signature and mail them within two weeks of gift receipt
· Perform basic bookkeeping tasks, including processing invoices, recording expenses in QuickBooks, preparing deposits, and paying weekly bills on time
· Make weekly deposits at Ledyard Bank (locations in Hanover and Lebanon, NH)
· Organize HBRF meetings for the Executive Director, Trustees, and leadership team as needed, including coordinating meeting times using online scheduling platforms (Doodle, When2meet), setting up virtual meetings, and fulfilling other communication related to meeting logistics
· Prepare meeting materials and meeting minutes/summaries, using AI tools as needed/permitted
· Reserve meeting spaces and manage logistics with service providers for special events, for example, by managing details and delivery times with caterers
· Track office supplies and order additional supplies as needed
· Fulfill other administrative duties as assigned, including logistical support for short-term needs
Estimated hours are 10-15 per week, with a regular schedule during 9:00 am to 5:00 pm business hours, to be determined in coordination with the Executive Director. Evening and weekend work will be required occasionally. A portion of the Administrative Assistant’s work schedule will be based at HBRF’s administrative office in Woodstock, VT, with the possibility of working remaining hours off-site. Regular trips to Hubbard Brook in Woodstock, NH, will be required (e.g., monthly all-staff meetings during spring, summer, and fall).
Required Qualifications
· Bachelor’s degree or comparable work experience
· Previous administrative work experience
· Excellent organizational skills and attention to detail
· Highly proficient with Zoom, Microsoft (Word, Excel), Google Workspace (Drive, Docs, Sheets) and familiarity with QuickBooks (willing to train as needed)
· Ability to rapidly gain proficiency in other computer and online application skills
· Strong interpersonal skills; team player; ability to work across a complex organization
· Excellent written and verbal communication skills
· Ability to multitask as part of a fast-paced team
· Appreciation of HBRF’s mission
· Valid driver’s license and a clean driving record
Strongly Preferred Experience, Training, and Skills
· Previous bookkeeping experience
· Previous experience working for a nonprofit organization
Pay: $19.00 - $25.00 per hour
Benefits:
Work Location: Hybrid remote in Woodstock, VT 05091
