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Administrative Associate

Employer
SPACE on Ryder Farm
Location
Brewster, New York
Salary
$50,000 annually
Closing date
Sep 26, 2021

SPACE on Ryder Farm, a nonprofit residency program and organic farm located on the grounds of a 226-year-old family homestead in Putnam County, New York, seeks a full time Administrative Associate to join the team. The Administrative Associate will work closely with the Chief Operating Officer (COO), Interim Executive Director and Executive Director (ED) during a period of transition and exciting growth for the organization. Responsibilities will include but are not limited to: 

ADMINISTRATION

  • Coordinate internal and external meetings for SPACE leadership
  • Organize and manage ED calendar and inbox
  • Regularly schedule, correspond with and support the work of SPACE’s board of directors
  • Act as liaison between board and team
  • Draft correspondence for ED and SPACE leadership as needed
  • Take notes in meetings with ED, team and board
  • Maintain office supply inventory
  • Coordinate the cleaning and maintenance of SPACE’s administrative offices
  • Secure lodging and travel arrangements for team
  • Track, plan and purchase hospitality needs for internal SPACE events
  • Interface with guests at SPACE, including tracking travel to the farm, dietary restrictions, current COVID protocol, liability waivers and other information
  • Organize and maintain SPACE’s digital and physical filing systems
  • Manage the SPACE phone line

HUMAN RESOURCES 

  • Responsible for all new hire paperwork
  • Coordinate SPACE’s ongoing anti-racism training for all current and new team members
  • In coordination with the COO, responsible for the ongoing monitoring of COVID-19 and implementation of new policies and procedures as needed
  • Provide support and research in the implementation of SPACE’s updated Employee Handbook
  • Provide support to the COO and ED in the implementation of SPACE’s Strategic Plan including helping to identify ways to de-center leadership, ensure professional development is rooted in ongoing anti-racism and anti-oppression training, and helping to ensure that all team members are a part of the same workforce culture of transparency, belonging, dignity and justice.

FINANCES 

  • Reconcile ED’s receipts in accordance with SPACE’s financial policies
  • Prepare company expense reports for review by COO
  • Assist the COO and Financial Consultant in the preparation and execution of the annual financial audit
  • Assist the COO in the annual workers compensation insurance audit
  • Assist the COO in the preparation and review of all financial documents needed for fundraising
  • Track and record all income for the organization and report to the COO on a weekly basis
  • Assist SPACE’s leadership in the development of the yearly operating budget
  • Pay bills as necessary

IT

  • Oversee the ongoing organization of SPACE’s Google Drive server
  • With the Operations Associate, oversee all administrative technical needs of the organization
  • Provide IT training and onboarding for new SPACE employees

REQUIREMENTS

Strong commitment and belief in the mission and vision of SPACE on Ryder Farm. This includes a personal commitment to ongoing anti-racism and anti-oppression training. The ideal candidate will be excited and curious about the transitional moment the organization is in and be hungry to help build lasting systems and structures. Candidates well suited for the role will appreciate a work environment that is hard-working, fast-paced and community-driven. Please note, when applicable, team members are required to attend resident community meals and engage with the larger SPACE on Ryder Farm community. 

 

Two years of prior administrative experience (with financial and executive assistance experience preferred.) Strong written and verbal communication skills and the ability to juggle heavy scheduling and complex calendaring necessary. Acute attention to detail and the ability to respect and protect confidential materials and conversations is imperative. Proficiency with Google Suite required. Working knowledge of office IT is preferred. 

HOW TO APPLY

Applications will be accepted and reviewed on a rolling basis until the position has been filled. To apply please send the following materials to jobs@spaceonryderfarm.org using the subject line “Administrative Associate Position:”

  1. resume no more than two pages in length
  2. cover letter no more than one page in length that clearly articulates your interest in the organization and how your related experience makes you a stellar candidate for the community. 

MORE ABOUT THE POSITION

SPACE on Ryder Farm is an ‘all-hands-on-deck’ grassroots organization. The Administrative Associate should be good at learning to notice things that need to be done to maintain our support of SPACE’s guests and staff and excited to contribute in a multitude of ways. This is a full-time position working out of SPACE’s Brewster location in Putnam County, New York,with some flexibility regarding remote work at the discretion of the Chief Operating Officer. 

SPACE’s values include equity, inclusion, support and radical hospitality. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment. As an equal opportunity employer we are committed to employment practices that ensure employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, sexual orientation, gender identity or expression, genetic information or any other factor that is not related to the position. SPACE strongly encourages individuals from marginalized and underrepresented groups to apply.

SPACE on Ryder Farm is an Equal Employment Opportunity Employer

 

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