Title: Administrative Coordinator
General Purpose: Supports the Executive Director with all administrative duties of the Ouray Ice Park to ensure effective and efficient daily operation. Assists the Executive Director with event coordination of the Ouray Ice Festival.
Supervision Received: Works under the general supervision of the Ouray Ice Park Executive Director and the Ouray Ice Park Inc. Board of Directors (BOD)
Supervision Exercised: Provides close to general supervision to volunteers at Ouray Ice Festival
Administrative Functions: Aids Executive Director in management of Dick’s Chalet; Submits time sheets and employee records (W-4, etc.); Assists bookkeeper with preparing and reconciling staff payroll.
Oversees constituent database (CRM); Oversees merchandise inventory, payment processing and order fulfillment; Receives, sorts and manages mail and packages; Responds to OIPI email and voicemail; maintains information technology systems.
Manage accounts payable and receivable, track revenues and expenditures; Reconciles monthly bank statements as needed; financial statements/reports; Assists Director of Ice Park Operations to prepare annual budget.
Assists the Executive Director and the BOD to develop and implement a concessionaire program for regulating commercial and non-commercial use in the Park.
Support Executive Director and Operations Manager on creation of Operations Manual
Marketing and Promotion: Assists the Executive Director and BOD with communication and public outreach activities; Supports donor development, donor engagement, stewardship and recognition as required.
Administers local business partner program (LBP); Implement communication and marketing efforts including print, online and social media campaigns related to LBP.
Administers membership program; Communicates directly with OIP members; Coordinates membership drives and email blasts.
Maintains Ouray Ice Park website; Maintains social media platforms and the design of various sites (timeline covers, timeline postings, profile pics, thumbnails, ads, etc.; Publishes monthly newsletter; Creates and curates content including videos, images, written content, etc.
Ice Fest/Event Related: Works with the Executive Director and the BOD to develop and maintain relationships with outdoor industry leaders and sponsors; Works with the BOD, Director of Ice Park Operations and City Staff to prepare for, plan and promote the annual Ouray Ice Festival;
Assists the Executive Director with marketing efforts including print, online and social media campaigns; Designs and distributes Fest Guide, sponsor packets, parking passes, gear cards, etc.
Oversees volunteer coordination for various events and venues; Assists the Executive Director with oversight of sponsorship management and athlete management; Assists the Executive Director with oversight of all sponsor and member related events
Manages accounts payable and receivable, tracks revenues and expenditures; Reconciles bank statements as needed; financial statements/reports.
1. Education and Experience:
a. Graduation from college with a bachelor’s degree in recreation management, business administration or related field;
b. An equivalent combination of education and experience
2. Knowledge, Skills, and Abilities:
a. Working knowledge of modern office management practices and procedures; Microsoft Office software including Word, Excel, Publisher, Quickbooks and Outlook; telephone operations and receptionist functions; invoicing and collection procedures and processes; operation of computer in utilizing various software programs related to word processing, spreadsheet and database management; operation of standard office equipment; basic mathematics and accounting (business applications);
b. Ability to communicate clearly and effectively in a professional manner, both directly and through electronic media.
c. Ability to manage multiple projects simultaneously and successfully with efficient use of limited resources.