Sophia M. Sachs Butterfly House · Missouri · posted today
The Butterfly House Program Assistant provides administrative support for the overall business operations of the Butterfly House, including acting as the registrar for visitor services, education, and events. Essential Duties and Responsibilities: • Serves as the Tessitura (CRM) administrator to schedule events, classes, program bookings, and internal meetings for the Butterfly House Team. • Responds by phone or by email to requests from visitors for ticketing, education classes, events, and other programs. • Provides guest inquiries for information about the Butterfly House’s offerings in program/event content, pricing and availability in a timely manner. • Handles communication with the public by answering all incoming phone calls that are directed to the operator, in a professional manner. Provides general information and/or directs callers to appropriate department extension. • Communicates with program and event participants through online confirmations and pre-visit materials, as necessary. • Assists in recruiting volunteers and interns by posting opportunities online (Volunteermatch, STLVolunteer, Handshake, etc). • Supports the coordination of volunteers and interns through Garden’s volunteer management software. • Communicates thematic changes, daily programs and departmental announcements to staff, volunteers, and interns via bulletin boards and eNewsletters. • Supports the processing of purchase orders, check requests and invoices. • Updates Butterfly House website to ensure that information is accurate and current. Collaborates with Garden Communication Department for larger changes to website, as needed. • Sorts and distributes incoming mail. • Orders general office supplies and monitors janitorial supplies. • Supports the use of cloud-based platforms including Typeform, Prospect2, Donate2 , and Guide by Cell to gather information from Garden constituents and/or deliver electronic communications. • Attends various meetings and records /distributes meeting notes; other department administrative tasks. • Supports departments with daily tasks such as volunteer breaks, admissions support, group check-ins, and special event assistance. • Meets expected attendance guidelines • Follows and adheres to established policies and procedures, including but not limited to Employee Handbook, Garden Safety Guidelines and Department Policies. • Behaves & communicates in a manner that promotes and fosters a culture of teamwork, cooperation, and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others. • Performs other duties as assigned. Supervisory Responsibilities: This position does not have any supervisory responsibilities but may lead volunteers and interns. Core Competencies: • Communication – Listens to others and asks questions for clarification; Writes clearly and presents information accurately; Speaks professionally and responds well to questions; Supports positive visitor relations. • Collaboration – Demonstrates teamwork and promotes respect in the workplace; Engages in problem solving and group initiatives; Cooperates in implementing procedures and process improvements; Strives for positive visitor experiences. • Accountability – Demonstrates commitment to responsibilities and adaptable to changes; Effectively prioritizes, troubleshoots and takes appropriate actions; Follows policies and procedures, meets deadlines, quality, and safety standards; Strives to proactively, address visitor and internal colleagues’ concerns. • Problem Solving – Identifies and resolves problems; Includes supervisor before taking action as necessary; Recommends solutions, demonstrates creativity and resourcefulness; Exhibits sound and accurate judgment in decision making process; Includes appropriate people in making decisions. • Stewardship – Promotes and adheres to sustainability, safety and security protocols; Fosters a culture of respect, diversity and inclusion; Demonstrates effective and prudent use of Garden resources; Maximizes contributions during work hours.
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