Position Title: Director of Administration
Reports To: Executive Director
Job Summary: Under the general direction of the Executive Director, is a senior staff member responsible for the oversight and management of essential services that support the day-to-day operations of the Foundation, including human resources, finance, facilities (at least on the financial and regulatory side, in coordination with The Director of Facilities), IT, communications and procurement.
Supervisory responsibilities: Supervises the Administrative Assistant.
FLSA Status: Exempt
Job Location: 30 Peck Rd, Wales MA. Full-time on-site work is required
Pay Range: $75,000 to $85,000 /yr
To Apply: email a cover letter and resume to info@norcrosswildlife.org with subject line “Director of Administration Application”. Applications will be accepted until the end of business, September 11th, 2026. No phone inquiries, please.
ESSENTIAL FUNCTIONS
Shared Responsibilities
- Maintain a safe, cooperative, and professional working relationship with all NWF staff, directors, and the public, and ensure the safety and security of all persons associated with NWF work, and all NWF property. Take personal responsibility for their tasks and areas of responsibility.
- Use NWF vehicles, machinery, equipment, and tools in a safe and appropriate manner.
- Engage in physical labor as needed (see Physical Requirements, below).
- Utilize technology such as computers to facilitate efficient NWF management of work activities and resources.
- Work with and maintain cooperative relationships with local vendors and contractors.
- Train and supervise other staff, interns and volunteers as required
Managing the Foundation’s primary fiscal operation’s needs, including:
- Bookkeeping: implements and maintains Norcross Wildlife Foundation’s (NWF or “The Foundation”) financial records.
- Perform accounting procedures such as preparing checks for signature and review, entering deposits, expenses, and accounts payable, into QuickBooks, perform investment account and year-end reconciliations, journal entries, and bi-weekly third-party payroll submission.
- Assist auditors and other financial consultants / advisors by providing documentation as requested.
- Manage vendor contracts and communications. Collect and track vendor W-9 forms and process vendor 1099 forms at year-end.
Support the management of the Conservation Loan Program from inquiry through database management and loan tracking.
- Review, track, document, and record/file all financial and legal records.
Managing the Foundation’s primary human resource operations, including:
Manage reporting and record keeping of staff schedule, including reconciliation of hours worked and hours taken as sick or vacation time- with the use of a third-party payroll company.
Manage payroll through the use of a third-party payroll company.
Assist employees with insurance and payroll related issues, assist in reporting of workers compensation issues including incident claims.
Provide organizational compliance reporting as needed.
- Maintain a legally compliant record keeping system for personnel files.
**Note: The Executive Director handles the responsibilities of staff management, performance evaluation, discipline, and related matters in coordination with appropriate supervisory staff.
Manages the Foundation’s primary organizational operations, including:
Ensure that the administrative systems of the Foundation are effective and aligned with the organization’s mission and strategic plan.
Identifies and implements policies and systems that enhance efficiency and support the Foundation’s strategic objectives.
Ensure operations, appearances, and external communication (e.g., the website) are professional and reflect positively on the foundation, its staff, and Board of Directors.
- Contribute to the development and evaluation of organizational policies to ensure they are useful and in compliance with corporate rules and mission.
Manage organizational calendar, identifying all key events, holidays, and other scheduling issues that the E.D., BOD, and staff should be aware of.
Assist with the scheduling and coordination of meetings and events such as board meetings including reservations, catering, and travel assistance.
- Manage arrangements for Foundation professional and staff events and functions, including BOD meetings.
Manage and maintain internal communication with staff regarding schedules, meetings and priorities and other operational issues.
- Manage and improve existing filing/record keeping systems, paper and digital, and oversee creation and maintenance of new systems.
Processes ingoing and outgoing mail, handling or directing as needed.
- Manage Information Technology and communication technology systems (primarily through vendors).
Assists staff working with vendors on matters such as facilities, vehicles, services, and other operational matters.
- Oversee the Visitor Center building, coordinating with appropriate staff to ensure organization, maintenance, security, cleaning etc.
Works with appropriate staff to maintain schedules and records of various licenses, leases, subscriptions and memberships of the Foundation and staff.
- Maintain office supplies and assists staff with ordering other supplies and materials.
Maintain inventory of Foundation facilities, systems, vehicles, equipment, valuable materials, archives, and historical collections. Coordinates with appropriate staff on updates to inventory.
Oversee and track keys associated with Sanctuary operations.
- Office functions such as greeting and directing guests, making, and receiving calls, copying, scanning, and filing operations, Executive Director and BOD related documents.
Identify process workflow, employee and space requirements and equipment layout, report process issues to the Executive Director.
- Maintain safe and healthy work environment by establishing, following, and enforcing standards and procedures, complying with legal regulations.
Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
Supports the Executive Director in their primary day-to-day role, including:
Oversee and ensure the smooth and effective integration of the Board of Directors with the staff Leadership Team. Oversee scheduling and communication with the Board of Directors.
Ensure that the E.D. is informed and up to date on all operational functions, scheduling and needs of the Foundation, Sanctuary, BOD, and staff.
Prepare operational information and/or reports about the Foundation, Sanctuary, BOD, and staff as needed.
Assist the E.D. and other staff in coordinating external communications across platforms and functions to ensure correct information is shared in a professional and timely manner.
Assists the E.D. in communications with staff, BOD, professionals, and other members of the public.
Knowledge, Skills, and Abilities
Be self-motivated to accomplish all duties and to ensure that the operations of the Foundation, BOD, Sanctuary, and staff are pro-actively supported.
Be professional in carrying out their duties and interacting with staff and the public, acts as a public representative and ambassador for the Foundation and its mission.
Be professional in comportment and appearance, and willing and able to interact with courtesy with individuals of all roles and backgrounds.
Be an excellent communicator, both orally and in writing and have excellent interpersonal skills
Be organized with a meticulous attention to detail.
Organize tasks and time to ensure timely completion of projects.
Be persistent in problem-solving and resolving outstanding issues.
- Be technologically proficient, especially with MS office, QuickBooks, and computer/digital functions.
Have comprehensive skill in analyzing facts and exercising sound judgment.
Data Entry Skills, Data Processing Skills, Dependable, Reporting Skills, Deadline-Oriented, Teamwork, Adaptability.
Accountabilities
Accurate and consistent bookkeeping
Timely and accurate payment of bills
- Accurate and up-to-date corporate records
Accurate and timely preparation and filing of routine registrations and certifications
Represent NWF to public, partners, and vendors professionally
Minimum Education and Experience Required
Basic QuickBooks experience.
An undergraduate degree or equivalent.
Valid driver’s license and good driving record.
General office management-related experience, or experience working with other staff, a plus.
Physical Requirements
Ability to professionally interact with staff and the public.
Ability to focus for long periods of time on projects.
Ability to use computer technology, phones, and other office related equipment.
Frequent and prolonged sitting and/or working at a fixed workstation.
Ability to reach, stoop, lift and move office related materials and minor equipment
Ability to drive.
The above is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Norcross Wildlife Foundation is an equal opportunity employer.
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Position Title: Seasonal Facilities Crew
Reports To: Director of Facilities
Job Summary: Under the general direction of the Director of Facilities, performs work maintaining, repairing and improving the Norcross Wildlife Foundation’s lands, facilities, and equipment.
Employment: Seasonal, not to exceed 800 hours. Monday – Friday, 8:00 am – 4:00 pm.
FLSA Status: Non-Exempt
Job Location: 30 Peck Rd, Wales MA
Pay Range: $16.00 – $18.00/hour
ESSENTIAL FUNCTIONS
The Seasonal Facilities Crew Member:
- Shall maintain a safe, cooperative, and professional working relationship with all Norcross Wildlife Foundation (NWF) staff, directors, and the public, and ensure the safety and security of all persons associated with NWF work, and all NWF property.
- Takes personal responsibility for their tasks and areas of responsibility.
- Uses NWF vehicles, machinery, equipment, and tools in a safe and appropriate manner.
- Engages in physical labor as needed (see Physical Requirements, below).
- Assists in maintaining NWF land, grounds, equipment, and tools, including, but not limited to brush cutting, grass mowing, weed whacking, wood chipping, and other landscape management tasks.
- Safely and effectively uses tools appropriate to the work of maintaining the lands, grounds, buildings, equipment and tools, including, but not limited to motor vehicles, handheld brush mowers/cutters, riding mowers, push mowers, UTVs, and other similar tools and equipment.
- Assists with building maintenance and repairs.
- Assists with vehicle maintenance as needed.
- Performs other duties as required
KNOWLEDGE, SKILLS, AND ABILITIES
The Seasonal Facilities Crew Member shall:
- Be able to safely and efficiently carry out all activities described under the “Essential Functions” outlined above.
- Have a strong work ethic with clear adherence to NWF policies and practices.
- Maintain a high standard of quality and safety on job sites and in the shop.
- Be able to address work site challenges proactively, creatively, and safely.
- Accept and actively support the mission of the Norcross Wildlife Foundation to protect and enhance natural lands, biodiversity and the Foundation’s educational mission and public activities.
- Conduct themselves professionally at work, interact respectfully with other staff, directors, and the public, and consistently represent NWF and its mission in a positive manner.
- Work efficiently when supervised and when working independently.
- Be willing to learn new tasks and skills as needed.
MINIMUM EDUCATION AND EXPERIENCE REQUIRED
- Experience working in landscape management, construction, or a closely related field and/or ability to carry out the tasks described under “Essential Functions”.
- Valid driver’s license and good driving record.
A combination of equivalent experience and/or education may be considered.
PHYSICAL REQUIREMENTS
The Seasonal Facilities Crew Member should have the ability to perform the following activities:
- Ability to frequently lift and carry 50 lbs. and occasionally lift and carry 80 lbs.
- Ability to undertake frequent standing, walking, and sitting.
- Ability to reach, stoop and lift.
- Ability to work in varied environmental conditions.
- Ability to drive, operate machinery, and equipment.
- Ability to focus for long periods of time on projects.
The above is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. The Norcross Wildlife Foundation is an equal opportunity employer.
To apply: Please email a letter of interest and resume to wkierkla@norcrosswildlife.org and include “Facilities Crew application” in the subject line.
References, background check, including, but not limited to, CORI, may be required for employment. The position will remain open until it is filled.