Administrative Director

Adirondack Architectural Heritage (AARCH) welcomes applications for the position of Administrative Director. AARCH is the regional, nonprofit, historic preservation organization for the beautiful and diverse Adirondack region of New York State with a mission to further public understanding, appreciation, and stewardship of the Adirondacks’ unique architectural and cultural heritage, communities, and historic sites through educational programs, advocacy, technical assistance, and partnership projects. The architectural legacy of the Adirondacks includes not only nationally recognized rustic “Great Camps” but also the wide variety of structures that embody the whole range of human experience in the region, including homes and farmsteads, churches, commercial buildings, town halls, libraries, bridges, railroad buildings, lighthouses, and industrial sites.

AARCH seeks a highly dedicated professional with a demonstrated administrative and office management experience to join our four-person team. The Administrative Director is responsible for a variety of management duties including membership, finances, programming assistance, personnel, communications, and project work, all of which are critical to AARCH’s effectiveness as a nonprofit organization.

The AARCH office building is a beautifully restored historic stone building on the Ausable River in Keeseville and includes offices, a gallery space, meeting room, and resource center.

The ideal Administrative Director is:

  • An individual with an understanding of and appreciation for the important role that nonprofit organizations like AARCH play in the success and vitality of community life in the Adirondacks.
  • A highly creative person with excellent database, financial record keeping, and communications skills.
  • An individual with strong organizational skills, the ability to juggle multiple ongoing responsibilities, and who has great attention to detail.
  • A highly collaborative and cooperative individual who is able to work as an integral member of a four-person team to achieve organizational goals.
  • An individual with a bachelor’s degree and five years administrative experience.
  • A person with interest in regional history, architecture, and culture is also desirable.

Applicants with some other dynamic combination of education, training, experience, and personal qualities will also be considered on an individual basis.

The responsibilities of the AARCH Administrative Director includes:

General Administrative responsibilities include:

  • Managing office services to ensure office operations and procedures are organized and implemented.
  • Maintaining an administrative filing system.
  • Monitoring and maintaining office equipment and office supplies including computers, copiers, telephones, all forms, brochures, cleaning supplies, paper supplies and stationery.
  • Overseeing telephone, mail and e-mail communications.
  • Processing orders for books and other merchandise.
  • Overseeing bulk mailings to AARCH’s 1000+ members.
  • Helping prepare documents for Board meetings and other meetings as requested.
  • Being the first point of contact with clients in office.
  • Assisting staff and others with miscellaneous projects as requested.

Financial Management responsibilities include:

  • Assisting the executive director in overseeing the financial operations of the organization.
  • Maintaining the regular organizational bookkeeping (in QuickBooks).
  • Coordinating and working with organization’s accountants to ensure all financial reports, including the annual audit, are prepared and submitted by the dates required.
  • Making bank deposits and performing monthly bank and credit card reconciliations.
  • Keeping track of and reviews credit card expenses, check signing, invoicing, and insurance audits.
  • Tracking and paying bills for the organization in a timely manner.

Membership & Development responsibilities include:

  • Managing membership and donor databases (in Microsoft Access); monitoring for accuracy and duplications.
  • Receiving and processing membership contributions, including gift entry and acknowledgement letters.
  • Working with the executive director to update member correspondence, including renewal letters and acknowledgment of gift letters, including those automated from the website.
  • Managing quarterly membership renewal campaigns.
  • Serving as staff liaison for Membership & Development Committee and providing research and reporting when requested and assisting the committee in designing and carrying out new membership/development initiatives.
  • Coordinate with staff to facilitate smooth communications to members and supporters.

The Administrative Director will also assist with broader development efforts, including: researching foundation, donor, and membership opportunities; helping to develop membership and sponsorship campaigns; preparing and sending membership and sponsorship solicitations; overseeing Annual Appeal mailing; tracking & acknowledging gifts; maintaining a database of sponsors; processing acknowledgment letters; and seeking prizes for and organizing the annual raffle fundraiser

Human Resources responsibilities include:

  • Managing payroll (in QuickBooks).
  • Ensuring compliance with employment law, including appropriate maintenance of employee files.
  • Preparing and distributing tax documents.
  • Assisting with new staff orientation, including introduction to office procedures: assuring requisite paperwork is completed, including payroll enrollment.
  • Responsibility for executing 403(b) plan enrollment and Form 5500 reporting requirements.
  • Implementing, managing, and maintaining record keeping, confidential personnel files, and purchasing and inventory control systems.

Educational Programs responsibilities include:

  • Tracking and processing tour and event payments and refunds.
  • Working with Programs Director and other staff in sending confirmation and other required correspondence to tour and event participants.
  • Assisting with planning, marketing, and implementing of programs, tours, and fundraising events.

Other desirable qualities include:

  • Having strong organizational and leadership skills with demonstrated ability to manage and oversee multiple tasks and functions.
  • The ability to work in an open reception setting with frequent interruptions.

Technology Duties & Skills Required include:

  • Management of the website and e-commerce with support of webmaster
  • Actively support social media presence and initiatives
  • Familiarity with all major social media platforms, Google Docs, WordPress, Constant Contact, Dropbox
  • Proficiency with Microsoft products
  • Knowledge of database design, especially within Microsoft Access.
  • Proficiency with QuickBooks

Compensation

The salary range for this position is $34,000 to $39,000, commensurate with education and experience. The benefits package includes health insurance, a 403(b) retirement plan, and generous vacation, holiday, and sick leave allowances. AARCH is an equal opportunity employer and welcomes candidates from diverse backgrounds.

To Apply

Please send a letter of interest, resume, and any appropriate work/writing samples that might highlight your work experience and skills to the address or email address below. Application deadline is Friday, April 23, 2021.

Steven Engelhart, Executive Director
Adirondack Architectural Heritage
1745 Main Street
Keeseville, NY  12944
(518) 834-9328
steven@aarch.org