Description of Work:
Pelican Harbor Seabird Station (PHSS) is Miami’s premier native wildlife hospital evolving into a world-class wildlife rescue, rehab, release, and education center. We are dedicated to improving the lives of sick, injured, and orphaned native wildlife with the goal of releasing healthy animals back into the ecosystem, thus enabling future generations. We embody the highest level of patient care, compassion, and integrity while promoting community engagement on the importance of wildlife conservation. Founded in 1980, PHSS treats over 2,000 patients a year of over 150 species. We will soon be expanding to a new facility where our capacity for education and animal care will be greatly increased.
PHSS is seeking an Operations and IT Manager who will oversee and address the daily operational functions of the organization including website management, overseeing maintenance projects, IT, managing intake coverage, and additional administrative and educational tasks, as required. The successful candidate will be passionate about our mission, be able to manage multiple and diverse tasks, and help to promote a company culture that encourages top performance and high morale.
ESSENTIAL RESPONSIBILITIES
Facilities Improvement & Maintenance
- Coordinate repair and maintenance of facility & equipment with contractors and vendors
- Coordinate vehicle maintenance and repair
- Communicate operating policies and/or issues to staff
- Promote & maintain awareness of Health & Safety policies including hurricane preparation management for staff in accordance with best practices and legal requirements
- Coordinate purchase and inventories of staff uniforms including clinic scrubs
- With the supervision of the Volunteer Manager, process volunteer applications, assist in leading volunteer orientations, and maintain volunteer schedule & personnel files
- With the supervision of the Executive Director, review and renew all PHSS insurance policies annually
IT/Website Management
- Research and implement technological strategic solutions for PHSS
- Troubleshoot and fix problems that may arise with internet access, printers, scanners, cell phones, and office computers
- Maintain all domain names
- Manage Google drive set up for all employees
- Train team on any new programs that may need to be added
- Maintain and update PHSS website as needed
- Track and present web analytics at monthly All Staff meetings
- With the supervision of the Communication Director, assist in social media posts
- Set up and stream live releases and events and upload videos and other media to Youtube and social media including Instagram, Facebook, LinkedIn, Twitch, Tiktok
Intake Manager
- Oversee daily Intake Desk coverage and training including fielding calls related to wildlife emergencies, arranging transportation, and making referrals as needed
- Oversee patient intake data including the completion of forms and input into the WRMD database for clinic staff
- Greet on-site visitors, answer questions, and perform guided tours upon request
- Assist in answering phone lines in a courteous and efficient manner
- Oversee the maintenance of an accurate log of all incoming calls, emails, and outcomes
- Track monthly data on Intake phone calls and patients to present at Staff Meetings
- Liaise with clinic as needed
Administrative
- Assistance with donor communications, written thank you letters, re-engagement campaigns
- Assist accounting team with cash, check logs, and inputting donor information
- Coordinate background checks for all employees, volunteers, and interns
- Order and maintain all office supplies
- Coordinate purchase and inventories of PHSS merchandise
- Serve as primary point of contact for customer service issues, accidents, or mishaps on-site
- Develop, implement, and review operational policies and procedures
- Coordinate staff outings
- Lead at least two Seabirds on the Bay cruises annually
- Provide general administrative support to the Executive Director
REQUIRED QUALIFICATIONS
- Bachelor’s degree
- Minimum of three (3) years in an administrative role in a nonprofit organization, foundation, or government agency
- Fluency with all Microsoft Office, Adobe, and Google applications
- Must have a valid Florida Driver’s license, internet access, and a mobile phone
DESIRED QUALIFICATIONS
- Familiarity with CRM or other project management software and the Discord communication platform
- Success in deadline-driven roles requiring prioritizing and multitasking
- Demonstrated ability to build and maintain relationships with a wide array of people – junior and senior, for-profit, and nonprofit, and from diverse backgrounds
- Passionate about the nonprofit’s mission and impact
- Outstanding communication and interpersonal skills
- Graphic design experience a plus
- Spanish fluency is a plus
Job Type: Full-time (40 hours per week) with occasional weekend and evening events as needed
Location: Miami, FL
Reports to: Executive Director
SALARY RANGE: commensurate with experience, $48,000-$52,000
BENEFITS:
- 20 days of PTO
- 11 paid holidays
- Medical, dental, and life insurance
- 3% matching IRA contribution
Job Type: Full-time
Pay: $48,000.00 - $52,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
Experience level:
Schedule:
- 8 hour shift
- Evening shift
- Monday to Friday
- Weekends as needed
Education:
Experience:
- Nonprofit: 3 years (Required)
- CRM software: 1 year (Required)
Language:
Ability to Relocate:
- Miami, FL 33138: Relocate before starting work (Required)
Work Location: In person