Program Assistant, Butterfly House

Full-time position. Must have the ability to work evenings and weekends.

Summary:

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. r.
• 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.

Qualifications and Experience:

• Minimum of two (2) years office support or related experience required.
• Scheduling, reservation or guest services experience is preferred; prior experience with Tessitura or other CRM a plus.
• Experience with bookkeeping and/or accounting system preferred.
• Ability to complete multiple projects or tasks in a timely manner.
• Ability to communicate effectively at all levels; must enjoy and feel comfortable interacting and working in close proximity to general public, in a safe and friendly manner, answering questions.
• Demonstrates highest level of professional and ethical conduct; knowledge and understanding of organizational policies, procedures and systems.
• Prior experience preferred with emphasis on working with the general public in an educational/ learning setting.
• Demonstrated experience working with databases and performing record keeping tasks.
• Experience working in a cultural institution preferred.
• Prior experience working collaboratively with internal team members and external organizations for the purposes of creating a commitment to common goals, prioritizing, minimizing obstacles, and executing realistic priorities in a professional environment.
• Ability to work independently with little instruction; coordinate and prioritize multiple tasks, set deadlines, and complete projects in a timely manner.
• Strong organizational skills; attention to details
• The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date. The Garden reserves the right to require future proof of current vaccination status, based on local health department guidelines. When international travel is necessary for Garden business, staff must be able to obtain required travel clearances, driving permits, and vaccinations for all countries where travel is required.
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:

• High School diploma or equivalent required.
• Bachelor's degree in business, education or a related field preferred.
• An equivalent combination of skills, education, and experience may be considered.

Communication and Language Skills:

• Ability to communicate effectively in English (oral/written).

Mathematical Skills:

• Basic addition, subtraction, multiplication and division; able to calculate percentages and use decimals.

Reasoning Ability:

• Requires the ability to exercise independent and reasonable problem resolution with a wide range of possible internal/external issues related to public programming with schools.
• Ability to exercise independent and reasonable problem resolution with a wide range of visitors' requests.

Computer Skills:

• Ability to utilize computer keyboard (typing).
• Proficiency in navigating through the Internet, and various PC applications including but not limited to Microsoft Office Suite (i.e., PowerPoint, Excel, Word, Access and Outlook) required.
• Experience in database management.
• Demonstrated technical aptitude and experience, including troubleshooting, utilizing a variety of Cloud-based software platforms to support program registration and organizational capacity.
• Ability and willingness to learn and use Tessitura (CRM) effectively, attaining a Super User level status.
• Ability to supervise and direct others to input of data.
• Ability to analyze and trouble-shoot problems in software and work with IT and other system administrators to reach a solution.

Certificates, Licenses, Registrations:

• Tessitura Career Accelerator Program Certificate (or ability to obtain within the first year of employment), or previous experience in Tessitura and level of proficiency at a Super User level.

Physical Demands:

• Ability to lift up to 20 lbs.
• Ability to utilize computer keyboard (typing); principally operates standard office equipment to include computers, copiers, files, fax machines.
• Ability to sit for extended periods throughout work day (may sit up to 50% of work day).
• May be required to perform tasks at varying heights (i.e., climb step stools, etc.).

Work Environment:

• Ability to work in a fast-paced, team-oriented indoor office setting.
• Workspace shared by multiple staff within department area; noise level is usually moderate.
• Needs to operate standard office equipment to include computer, copier, fax machines and other equipment as instructed.
• Comfortable working around insects and plants.
• Ability to work outdoors in all weather conditions (i.e., humid conditions, temperatures over 100 degrees, as well as below 0, in rain, snow and other inclement weather conditions as needed).
• Comfortable working in immediate proximity to general public, in a safe and friendly manner, answering general questions regarding animals, horticulture, MBG operations, events, facilities, etc.

Work Interactions:

• Butterfly House employees, volunteers, guests, vendors, clients
• MBG management and staff
• SNR staff

Supervisor:

Director, Butterfly House