Philmont Staff Association Office Manager
Full time position
40 hours per week
14 days paid vacation
*Summer months’ rotating weekends with other staff, pending on scheduled events
Office Manager responsibilities include, but are not limited to…
- In the office duties. Work with the PSA year-round to maintain office hours. Duties in the PSA office include: greeting visitors, selling merchandise, answering phone calls, membership data entry, handling and entering donations and assisting in putting together mailings. Learn how to use Raisers Edge database. This will allow you to access information for a member, update address and email, and query specific groups.
- Membership services. Oversee the administration of all membership services which include: membership queries, mail-merge and monthly renewal mail-outs, membership payments and collection of membership dues. Also, handles daily phone calls, answers membership questions and recruiting of new members for the PSA.
- Assist with events hosted by the PSA. Duties will include: assist with registration, coordinating weekend activities, and promoting reunion events to Philmont summer staff.
- Summer projects at Philmont. This position will have the opportunity to work five days per week in the office and occasionally out of the office, pending on the week’s events and scheduling of days off with seasonal staff. Examples of out of the office, are but not limited to – Staff Opening Banquet, Staff Activity events such as Bratwurst Day, Salsa Night, open mic music nights, Reunion activities, etc. Also help where needed on Ranch such as Ranch Committee or other special events that might need assistance.
- Out of the office. Assist with marketing and promoting the Philmont Staff Association (PSA) as a membership opportunity to Philmont summer staff and PTC faculty. This includes creating materials to be used for recruiting, maintaining a promotional presence at the Staff Activity Center, Staff Dining Hall, PTC Staff Dining Hall, and PTC Staff Lounge, Backcountry and visiting staff departments throughout Philmont.
Other job duties include, but are not limited to…
- Assistance with PSA treks check in, registration and administrative duties.
- Process all education scholarship applications, letters and notifications.
- Meeting with PSA Board and Executive Committee members.
- Other duties assigned by the Executive Director and must live within 45 miles of Philmont Scout Ranch.
Graduation from an accredited high school/GED program required. Associate and/or Bachelor’s degree preferred. Ability to understand and follow written and verbal instructions, organize and process work and establish and maintain effective working relationship with other PSA and Philmont employees and the general public. Must be familiar with working on a computer/desktop with programs such as Word, Excel, Microsoft Office and data-entry skills. Must be able to operate a copy machine, phone lines, printers and other office equipment. May require prolonged walking, standing, sitting, climbing or bending, and ability to lift and carry up to 25 lbs. unassisted.
How to apply
Submit resume, proof of accreditation, or degree if applicable, letter of intent and three references with phone numbers of non-related individuals.
Email all job materials to Dollie O’Neill, Executive Director of the PSA, by January 2nd, 2020.
Subject line: PSA Office Manager Position (email@example.com).
Salary is negotiable based on experience and skills. No health benefits provided.
Philmont and the Philmont Staff Association are teaming up to welcome former staffers back to the Ranch to celebrate the incoming new year. Come out to the Philmont and join your Phil-friends for fellowship at this special time.
Roofed housing at the Philmont Training Center (duplexes, multiplex rooms, etc.) available December 30th through January 2nd for $30.00 per adult per night and $15.00 per kid per night. Register now.
- Dinner on December 31 is being provided free of charge by Philmont
- Build-your-own Omelet Breakfast on January 1 is being provided free of charge by the Philmont Staff Association
These are the only two meals that will be available at Philmont. Other meals will be on your own.
New Year’s Eve Events
- “What’s going on at Philmont” remarks by Ranch Management
- Satellite television, games, karaoke, billiards tournament, and fellowship at Silver Sage Staff Activity Center
- Bring your musical instruments for a jam session
New Year’s Day Events
- Football games on TV in the Silver Sage Staff Activity Center
- Philmont 5K run/walk and day hikes to be determined by weather conditions
- Activities and events in the area, including skiing at Angel Fire, Red River and Taos Ski Valley
Roofed housing is expected to fill up quickly. Get your registration and money in today to reserve a room.
Are you staying nearby and just want to join us for the New Year’s Eve celebration? Please let us know so we can make sure we cook enough dinner for everyone!
For Questions and to Confirm Registration
Contact Dollie O’Neill at (575) 376-1138 or firstname.lastname@example.org
Fireworks photo courtesy of Sarah Ackerman.
This could be your office, and this could be the view out your office window.
Read our open letter about the vacated position, submission timeline and application address.
The Executive Director position description from The Philmont Staff Association bylaws…
G. EXECUTIVE DIRECTOR
1. Qualifications and Selection
The Board of Directors will determine the qualifications for, and the process to select, an Executive Director. The Board shall review the Executive Director’s performance and compensation at least annually.
2. Duties and Responsibilities
Generally, the duties and responsibilities of the Executive Director are to:
a. direct the daily activities of the Association, including managing its day-to-day financial operations, overseeing all aspects of membership services, assist in coordination of special events and projects, and supervise other Association employees in accomplishing these tasks;
b. provide administrative support to the Board and the Association’s committees;
c. provide direction and assistance for all of the Association’s published materials, including the Association’s newsletter and website, membership directory, brochures and mailings to members;
d. serve as an associate editor of the Association’s newsletter and provide assistance to the editor in ensuring timely publication at least bi-monthly;
e. be responsible for ordering and inventorying all merchandise related to the Association;
f. consider the needs and desires of the membership while working to ensure that any transactions fall within both the operating budget and the annual operating plan;
g. support, contribute to, and help to implement the Association’s long range strategic plan;
h. support and help fundraising efforts;
i. serve as ambassador of the PSA to current and potential members, donors, Philmont, the local community, and the Boy Scouts of America;
j. other duties as may be delegated by the Board or specified by contract.
3. Reporting and Direction
The Executive Director reports to the President while also taking direction from the Board and the Executive Committee.