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Office Coordinator

Job Overview

Office Coordinator

Location: Dubuque Arboretum & Botanical Gardens
Address: 3800 Arboretum Drive, Dubuque, IA 52001
Employment Type: Part-Time (~1,280 hours/year) Schedule: April-October T-F, 8-hour days – November-March T-W, 8-hour days
Hourly Rate: $17.50

DUBUQUE ARBORETUM & BOTANICAL GARDENS:

The Dubuque Arboretum & Botanical Gardens (DABG) is a beloved nonprofit organization sustained by the passion and dedication of volunteers. We are seeking a friendly, highly organized Office Coordinator to join our small team and play a key role in supporting our staff, volunteers, and guests. If you're a self-starter with strong administrative and customer service skills, we invite you to help us grow our mission and support our community.

POSITION SUMMARY:

The Office Coordinator oversees the daily administrative functions of the Arboretum's Visitor Center and office. This individual must be a skilled multitasker, clear communicator, and collaborative leader. The role involves interacting with guests, assisting volunteers, supporting events, and maintaining our donor and office systems.

Qualifications & Skills

Key Responsibilities

• Greet and assist visitors, answer phone calls, and respond to general inquiries
• Assist with event bookings when necessary
• Process and record payments, complete weekly deposits, and balance the cash register
• Maintain and update the donor database (Bloomerang); provide donor board data and pull reports when requested
• Support the Gift Shop and provide guest tours as needed
• Monitor and stock office, gift shop, and utility room supplies and make shopping runs as needed
• Manage the DABG membership program
• Place orders and coordinate deliveries
• Manage sales listings for items and coordinate their sale
• Help visitors locate or select memorials/honorariums; manage related paperwork and payments
• Track and handle online submissions, mail processing, thank-you letters,
• Maintain up-to-date office and visitor forms
• Assist with photography passes, budget preparation, and other administrative tasks
• Ensure the office and visitor center are clean and welcoming
• Assist with event prep as needed
• Share photos and highlights with the marketing team
• Complete minutes for meetings as needed
• Other duties as assigned

Required:

• High school diploma (Associate or Bachelor's degree in business or related field preferred)
• Experience working with volunteers and/or interns
• Strong organizational skills and attention to detail
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams, Forms, etc.)
• Ability to motivate and communicate effectively with diverse groups
• Comfortable using office equipment, credit card machines, and cash registers
• Holds a friendly, professional, confidential demeanor and excellent customer service skills
• Experience working in a paperless environment
• Shown results of streamlining processes

• A strong leadership or supervisory experience
• Knowledge of gardening and grounds-related work a plus

Working Conditions

• Combination of indoor and outdoor work
• Must be able to lift 30 lbs, drive a golf cart, or utility vehicle
• Occasional weekends may be required
• Prolonged periods of sitting, walking, bending, or reaching

***Dubuque Arboretum & Botanical Gardens reserves the right to modify, interpret, or apply this job description in any way the company desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied, or otherwise. The employment relationship remains "at-will”.

Dubuque Arboretum & Botanical Gardens is a Drug-Free workplace and an Equal Opportunity Employer. We base all aspects of employment including the decision to hire, promote, discipline, or discharge, on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.***

How to Apply

Submit your application online:
🌿 Employment Application Form
Navigate to: www.dubuquearboretum.net > About > Employment Application Form