Administrative Assistant (Part-Time)
Urban Green Lab
HQ, Office & Administrative Support
Position Description / Responsibilities
Urban Green Lab, the center of sustainable living education in Nashville, seeks an administrative assistant to join our team and help make sustainable living education a top priority for our city.
URBAN GREEN LAB
At Urban Green Lab, we teach communities how to live sustainably. Founded in 2009 in Nashville, we organize, train, and connect visionaries in classrooms, households, and workplaces so they feel empowered to teach others how and why to make more sustainable choices. We believe in systemic change and work together to create a plan for teaching communities the basics of sustainable living. We believe sustainability is for all of us, think education is the key to prevention, value the power of partnerships and teamwork, pursue quality over quantity, and are good stewards of our organization.
SUMMARY OF THE POSITION
The Administrative Assistant is a critical part of the team, and assists the Executive Director and staff with a variety of financial, operational, and general administrative duties. Supervised by the Executive Director, the Administrative Assistant is primarily responsible for financial support, such as invoices and coding expenses, but also basic administration, like troubleshooting tech or compliance matters. The position is part-time (20 hours per week), based in Nashville, and requires some travel citywide to meet with vendors or assist programs. Some evening and weekend duties are required.
Percentages of effort and tasks may evolve with time.
1. FINANCE SUPPORT (50%)
Submit and pay invoices and government grant reimbursements.
Using Quickbooks, copy and enter receipts, and assist with coding of expenses.
Review monthly financials, and interface with local CPA firm and Board Treasurer.
Maintain revenue tracker, and send annual donation reports and thank yous.
2. GENERAL ADMINISTRATION (30%)
Aid staff with simple admin tasks, like ordering supplies, hiring vendors, etc.
Help identify experts with answers to tech questions about digital platforms, etc.
Assist Executive Director with submission of any legal documentation (Federal, State, etc.).
Manage the email@example.com public account and disseminate messages.
3. OTHER (20%)
Organize and maintain the office and assets, equipment, and supplies, including cataloguing.
Support other core functions of the organization as needed, like assisting occasional program implementation, strategic planning, and routine staff, committee, and one-on-one meetings.
The successful candidate will ideally possess the following attributes and professional qualifications:
Passionate commitment to Urban Green Lab’s mission and values
Entrepreneurial, with a sense of how to sustain innovative programming
Outstanding interpersonal and organizational skills, and high sense of integrity
A positive, flexible attitude, intellectual curiosity, and capacity to adjust to change
Diplomatic, with excellent community relations, listening, and learning skills
Self-reliant, proactive, dependable – a team player to the core
Humility and grace under pressure, a sense of humor
At least 1-2 years of relevant experience (bachelor’s degree preferred, but not required)
Experience with administrative or operational support, especially with small nonprofits, a plus
Background in finance or budgets especially helpful, including Quickbooks and spreadsheets
Familiarity with problem solving and identifying resources that can assist with staff inquiries
Comfort working with everybody, including vendors, businesses, families, and the public
Understanding of sustainable living, the environment, or related issues a plus
Clear oral and written communications, and experience with reports
Please email cover letter, resume, and three professional references (email, phone, and nature of each affiliation) to Todd Lawrence, Executive Director, firstname.lastname@example.org. References will not be contacted without prior approval. Submissions that are incomplete or sent by other means, plus phone calls, will not be considered or returned. Candidates are encouraged to read about us first at www.urbangreenlab.org. Only applicants selected for consideration will be contacted. Applications are accepted until position is filled. All correspondence is confidential. Background check required.