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Employment

Thank you for your interest in a position with the International Wolf Center. We seek to employ individuals interested in furthering our mission. Full and part-time positions will be posted on this page and it is recommended that you submit your resume as they become available.

The following positions are open:

Executive Assistant

Retail Store Manager

WolfLink Marketing Coordinator

 


 

Executive Assistant to the Executive Director
FLSA: FTE exempt, salaried position
Supervised by: Executive Director
Location: Twin Cities – Brooklyn Park

SUMMARY
The International Wolf Center strives to be one of the leading authorities on wolves in the world. Since 1985, the Center has been highly successful in carrying out its mission to support the survival of wolf populations by teaching about wolves, their relationship to wildlands and the human role in their future. The Center advocates only through education, with a focus on science-based information.

The Executive Assistant (EA) is responsible for providing administrative support to the Executive Director (ED). Responsibilities include monitoring and responding to correspondence, scheduling of meetings and appointments, preparation of documents and reports, and maintenance of paper and electronic records for organizational and compliance purposes. The EA coordinates and manages special projects as assigned, implements the ED’s directives and interacts with other members of the leadership team, employees, board members, donors, volunteers and the public. This position is based in the Center’s administrative offices in Brooklyn Park.

EXECUTION, ADMINISTRATION, AND COORDINATION OF ACTIVITIES

  • Monitor and assist with ED’s flow of communication, including calendars, phone calls, mail and email
  • Coordinate and perform tasks that support ED’s priorities and focus
  • Engage in problem-solving as issues arise; provide status reports to ED
  • Manage special projects and initiatives as assigned by ED
  • Support ED in conducting research, planning, monitoring and reporting
  • Coordinate weekly department head meetings and monthly all-staff meetings

ESSENTIAL FUNCTIONS

Communication and Information Management

  • Compose, draft, proof, edit, and finalize correspondence, including letters, email, reports and other documents. Assist ED as needed with development of PowerPoint presentations
  • Review incoming mail and email; process replies as appropriate
  • Research issues, gather data, and develop materials for meetings or for other purposes as needed
  • Forward incoming communications to appropriate department heads. Bring to attention of ED if communications reflect concerns that need to be addressed by the ED with the department heads
  • Assist ED with communication to the Board to ensure monthly reports are sent on time; proof and edit for accuracy prior to distribution. Lead the collection of monthly department reports and assemble into PDF format for distribution to Board members
  • Create and maintain accurate paper and electronic filing; ensure documents are properly and securely stored, archived or destroyed according to the Center’s document retention policy
  • Maintain the Center’s corporate records in accordance with applicable laws
  • Be familiar with the Center’s policies as outlined in the Employee Handbook and Board of Directors Manual, including but not limited to, travel, office, personnel, IT, and record retention
  • Oversee technology planning and maintenance, back-up of critical data and contingency planning for computer systems

 Phones, Reception and Conference Room

  • Provide phone reception for ED, greet ED’s visitors and appointments to ensure their comfort
  • Back-up front desk personnel on a rotating basis with other administrative staff
  • Maintain schedule for conference room use and ensure operation of A/V equipment

Planning and Detail Management/Coordination

  • Ensure accuracy in critical details:
    • Correspondence
    • Travel arrangements
    • Timelines and project schedules
    • Meetings, agenda times, participants’ confirmation
    • Calendar coordination and cross-checking of facts
    • Coordination with other International Wolf Center team members
    • Spreadsheets and PowerPoint presentations
    • Address book contacts
  • Coordinate logistics for domestic and international travel; provide itineraries, agendas, directions, and materials
  • Prepare monthly credit card and expense reports, ensuring accuracy
  • Maintain ED’s calendar and anticipate where problems might arise regarding calendar, meeting preparation, needs of employees and volunteers involved, requests for meetings and telephone calls; communicate potential and/or confirmed changes to involved necessary parties immediately
  • Prepare day files for ED, including all necessary materials for day’s meetings
  • Confirm appointments with participants one day prior to meetings
  • Organize and manage events and meetings as directed (develop agenda, resolve logistical issues, select sites, arrange for support facilities, coordinate travel, set up special features such as audio visual)
  • Support the successful implementation of projects initiated by ED:
    • Coordinate logistics with other project participants
    • Monitor timelines and progress on tasks to ensure projects are on-time and deadlines are met
    • Anticipate potential barriers or setbacks; plan for contingencies
    • Provide clear, accurate status information to appropriate parties
  • Assist with ED’s fundraising efforts by scheduling meetings with prospective donors as directed and sending follow-up letters and correspondence. Prepare relationship-building correspondence for key supporters and foundations, prospective donors or funders, key volunteers and Board members

 Liason and Teamwork

  • Represent the International Wolf Center in a professional and courteous manner at all times
  • Assist ED in supporting and interacting with department heads and key volunteers as directed
  • Provide assistance with committee and board meetings as directed, including creation and distribution of the agendas, preparation of printed reports and materials and recording of meeting minutes
  • Assist other administrative staff as needed during heavy workload periods
  • Maintain the highest level of confidentiality in all matters and in the handling of sensitive documents
  • Contribute to fostering a fun, productive, pleasant and safe working environment
  • Assist with other duties as assigned

 REQUISITE KNOWLEDGE AND SKILLS

  • This position requires high energy and the ability to keep pace with a busy executive
  • Excellent writing, editing, and verbal communication skills are a must
  • Exceptional attention to detail and accuracy
  • Persistence and the ability to keep initiatives, projects, timelines and the ED’s daily schedule on track
  • Advanced Macintosh computer skills using Microsoft Word, Excel, and PowerPoint; Internet savvy
  • Excellent political and/or diplomatic skills in working with others; skilled at developing and maintaining personal, social, and business relationships representing the Center in a professional manner
  • Well-developed planning and organizational skills. Able to anticipate change, adjust responses accordingly, and initiate steps to realize desired objectives and deadlines
  • Strong track record of achievement; must be dependable and willing to go the extra mile
  • Three-plus years of experience supporting an executive required
  • Two-plus years of post secondary education highly desired
  • Occasional overnight travel

SALARY

Commensurate with experience.

 TO APPLY

Email a cover letter, resume, three professional references and salary expectations with “Executive Assistant Application” in the subject line to: careers@wolf.org Application materials will be accepted until the position has been filled. Applicants invited to interview for this position will be required to submit a writing sample prior to interview. Anticipated start date: October 2, 2017. For questions regarding this position, please send inquiries by email to careers@wolf.org No phone calls, please.

 


 

Retail Store Manager
FLSA:
Full-Time (40-45 hours per week), Exempt Position – Salaried
Supervised by: Interpretive Center Manager
Department: Retail
Location: Ely, Minnesota (northern Minnesota)

POSITION SUMMARY:
The Store Manager positively leads the retail team in all aspects of the Retail Department. They hire, train and supervise all Ely retail staff and volunteers. They develop annual budget plans, track and monitor sales statistics and relay inventory needs to the Purchaser. The Store Manager collaborates with the Purchaser, the Finance, Education and Communications department as well as the Ely Operations manager and other department heads to provide quality products and excellent customer service.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  1. Represents the International Wolf Center in the most positive manner with prospective, former and current members, donors, visitors, vendors and the communities we serve. Interacts effectively with a diverse group of staff, interns, volunteers and other customers of our services.
  2. Learns and uses operating practices of the department and the International Wolf Center.
  3. Upholds the Mission Statement.
  4. Handles confidential information with tact and discretion.
  5. Responsible for all aspects of the Retail Store at the International Wolf Center in Ely.
  6. Ensure the highest levels of professionalism and customer service in all aspects of the Retail Store.
  7. Merchandise Management:
    • Monitor daily sales and provide inventory information to the Purchaser.
    • Conduct monthly spot checks of inventory and yearly complete inventory of product.
    • Compile and provide up-to-date product information to the Communications Department for the online store.
    • Provide information on product needs, customer feedback, pricing and product quality to the Purchaser.
    • Ensure effective merchandising of product both in-store and on-line.
  1. Supervise Ely Retail Staff and Volunteers:
    • Coordinate with the Interpretive Center Manager to hire Ely retail staff and volunteers.
    • Develop and maintain job descriptions and performance objectives.
    • Prepare staffing plans and shift schedules. Assign responsibilities and tasks.
    • Train and motivate staff and volunteers while emphasizing customer service, cash handling policies and retail store operating procedures.
  1. Store / Online Store / E-Commerce:
    • Provide recommendations to Purchaser for product ideas.
    • Provide up-to-date information to the Communications Department to keep online inventory and content current.
    • Develop and maintain product category structure in point-of-sale system.
    • Oversee and help implement all aspects of the ecommerce sales fulfillment including orders, packaging and shipping while working in tandem with the Operations Manager and other retail staff.
  1. Budget:
    • Develop yearly budget that optimizes revenue and controls expenses.
    • Operate within the approved budget; monitor monthly revenues and expenses.
    • Prepare expense vouchers and monthly financial reports for Executive Director report and Retail Committee.
  1. Computer/Technology
    • Work with computer and online systems to support store operations, including the Intuit Point of Sale System, Volusion online store and T-Hub.
    • Maintain proficiency with the basic functions of email, web browsers, word processing software and spreadsheets.
  1. Marketing
    • Meet weekly with the Director of Administration and Finance, Interpretive Center Manager and Communications to implement promotional plans and sales objectives. These plans include bi-monthly email ads, in-store highlights and ads for the International Wolf magazine.
  1. Partnership
    • Maintain a successful collaborative relationship with the retail staff, Purchaser and all other departments to ensure the operational and financial success of the Retail Department.

 OTHER DUTIES AND RESPONSIBILITIES:

  1. Communicates often and effectively with other staff members to keep them up to date on retail initiatives, concerns and budget goals.
  2. Performs other functions as necessary or as assigned by the Interpretive Center Manager.
  3. Follows inventory and cash-handling policies and procedures as set forth by the Finance Department.

QUALIFICATIONS

Knowledge, Skills and Abilities necessary to perform the essential functions of this position include:

  • Positive attitude, out-going and goal-oriented.
  • Excellent organizational skills.
  • Strong verbal and written communication skills.
  • Able to think creatively.
  • Effectively display time management and administrative skills.
  • Able to prioritize work to consistently meet timelines.
  • Exercises good judgment and able to work with minimal direction.
  • Must be flexible, able to perform within a fast-paced changing environment, able to multi-task and perform under deadlines.
  • Demonstrated computer software skills to use the functionality of point of sale software and other computer software to develop, track and analyze customer data including, budget development and implementation.
  • Experience in POS system a plus.
  • Knowledge of Volusion, credit card processing and on-line retail management systems highly preferable.
  • Perform calculations such as addition, subtraction, multiplication, division and percentages.
  • Knowledge of customer service best practices.

ABILITIES

  • Must comprehend written and verbal instructions and have excellent ability to read, write and communicate in English.
  • Must have visual acuity and manual dexterity to perform the essential functions of this position.
  • Ability to clearly and effectively communicate with the public and staff.
  • Ability to lift and move 40 pounds, reach and bend.
  • Must have a valid Minnesota driver’s license.

SALARY/BENEFITS

This is a full-time, salaried position with benefits, including health/dental/life insurance, 4 weeks annual PTO, holidays, STD/LTD, and 403B matching retirement contributions. Starting salary $33,000-38,000, depending upon qualifications and experience.

TO APPLY

Please submit by email a cover letter, resume and three professional references with “Retail Store Manager” in the subject line to: careers@wolf.org Application materials will be accepted until the position has been filled. For questions regarding this position, please send inquiries by email to careers@wolf.org No phone calls, please.

 


 

WolfLink Marketing Coordinator
FLSA: .5 FTE non-exempt, 12-month temporary position
Reports To: Interpretive Center Manager
Location: Ely, MN

SUMMARY:

Under the direction of the Interpretive Center Manager, the WolfLink Marketing Coordinator will be responsible for marketing and promoting education programs to past and prospective schools. These marketing efforts will result in increased registrations for the International Wolf Center’s WolfLink videoconferencing programs and other Education Department programs.

APPLIES TO ALL EMPLOYEES:

  1. Represent the International Wolf Center in the most positive manner with prospective, former and current members, donors, visitors, vendors, organizations, and agencies, and the communities the organization serves.
  2. Interact effectively with a diverse group of staff, board members, volunteers, interns, partner organizations, teachers and students.
  3. Learn and use the operating practices of the International Wolf Center.
  4. Uphold the organization’s mission.
  5. Adhere to organizational standards of objectivity and scientific accuracy in all program activities.
  6. Handle confidential information with tact and discretion.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  1. Develop and implement successful marketing and promotions plans to establish program relationships with schools, community organizations and youth/adult groups.
  2. Conduct telephone calling and email contact with school teachers, STEM/STEAM coordinators and other school district administrators that result in achieving program registration goals for the Education Department.
  3. Compile data from previous WolfLink users to promote repeat educational programs as a result of phone call contact and email campaigns.
  4. Coordinate the scheduling of programs, maintain registration records, and perform post-program follow-up with school teachers.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

This position requires strong sales skills, organization and excellent oral and written communications skills. The ideal candidate is a self-starter who is comfortable making phone calls to past and prospective program participants (school teachers). Familiarity and/or previous experience working with computers, email, Microsoft Word and Excel, and calendar software is essential. A valid driver’s license is required. We are looking for an energetic individual who enjoys working with the public and is enthusiastic in promoting our programs.

SALARY
This is a 12-month, part-time, hourly position. Starting hourly wage is dependent upon qualifications and experience.
 
TO APPLY
Please submit by email a cover letter, resume and three professional references with “WolfLink Marketing Coordinator” in the subject line to: careers@wolf.org Application materials will be accepted until the position has been filled. For questions regarding this position, please send inquiries by email to careers@wolf.org  No phone calls, please.