Monarch Joint Venture Prairie Oaks Administrative Associate Belle Plaine, MN · Full time

Apply for Prairie Oaks Administrative Associate

The Monarch Joint Venture is a national nonprofit organization dedicated to conserving monarch butterflies and their habitats as a flagship for broader environmental conservation benefits.

Position Title: Prairie Oaks Administrative Associate

Location: Hybrid in Belle Plaine, MN

Position Type: Full-time, hourly, overtime eligible

Schedule: 40 hrs/wk; generally 8 hrs/day Monday–Friday; in person at least three days/wk

Starting Wage: $18 - $21/hr, depending on experience

Benefits: Medical, dental, vision, and short-term disability insurance; 401(k) with 5% match; paid time off starting at 12 vacation days (increasing with tenure), plus 80 hours paid sick & safe leave, and 12 paid holidays annually.

Application Deadline: Applications will be accepted on a rolling basis; the position will remain open until filled.

Start Date: As soon as feasible

Position Summary

Support national monarch and pollinator conservation as the Prairie Oaks Administrative Associate for the Monarch Joint Venture, a 501(c)(3) nonprofit organization. Learn more about the mission, vision, and values of the MJV on our website, here.

This full-time position provides administrative support for Prairie Oaks, the Monarch Joint Venture's conservation campus and primary in-person workplace. Working closely onsite with the Executive Director and supporting a largely remote staff, the Prairie Oaks Administrative Associate completes day-to-day administrative tasks related to office administration, development administration, online store operations, and other related administrative needs. 

A minimum of three days per week must be worked on-site at Prairie Oaks (1100 W. South Street, Belle Plaine, MN 56011). The remaining workdays may be remote or on-site. The ideal candidate is organized, dependable, detail-oriented, and comfortable following established processes while managing a variety of routine responsibilities in support of a mission-driven organization. This position will report to the Executive Director.

Primary Responsibilities

Prairie Oaks Office Administration ~ 25%

Provide day-to-day administrative support for MJV’s office at Prairie Oaks, helping keep the space, equipment, and support systems organized, functional, and well maintained.

• Receive, sort, and distribute incoming mail and deliveries, maintaining organizational mail logs as needed.
• Maintain organized inventories of office equipment, field equipment, and supplies stored at Prairie Oaks.
• Coordinate equipment shipments to and from remote staff and maintain records of equipment assigned to employees.
• Monitor inventory of office supplies and coordinate purchases as needed.
• Answer the main phone line and general email inbox.
• Identify routine office needs, complete assigned follow-up, and bring questions or concerns to the appropriate supervisor.

Development Administration ~ 30%

Provide routine administrative support for donor stewardship, fundraising records, and Monarch Marketplace vendor relationships using established procedures and templates.

• Prepare and send donor acknowledgment letters and emails using established templates and procedures.
• Enter and update donor, gift, and related information in Bloomerang, the organization's customer relationship management (CRM) system, accurately and promptly.
• Maintain organized records of donor communications and assist with routine database review and cleanup as directed.
• Communicate with Monarch Marketplace vendors using established templates, track responses and agreements, and help maintain accurate vendor records.

Online Store Operations  ~ 30%

Support the day-to-day operation of the Monarch Joint Venture online store by managing inventory housed at Prairie Oaks, fulfilling customer orders, and providing responsive customer service.

• Process, pack, and ship customer orders.
• Maintain accurate inventory records for all store merchandise.
• Monitor inventory levels and coordinate product reorders as needed.
• Answer routine customer questions and concerns via email.
• Update product listings, descriptions, photographs, and other store website content.
• Prepare inventory to be sold at in-person events.
• Assist with additional e-commerce and fulfillment activities as needed.

General Administrative Support ~ 15%

Provide administrative support to the Executive Director and broader organization by completing assigned tasks, maintaining organized systems, and assisting with routine administrative functions.

• Complete administrative projects and tasks assigned by the Executive Director and leadership team.
• Maintain organized digital and physical records, documents, and administrative systems.
• Assist with scheduling, meeting logistics, document preparation, and other administrative tasks as needed.
• Gather and organize information about vendors, products, services, and resources as requested.
• Assist with additional administrative and operational responsibilities as organizational needs evolve.

Qualifications*

• Prior experience in office administration, fundraising or development administration, customer service, retail, or a related setting that demonstrates transferable skills. Relevant experience may come from paid employment, internships, volunteer work, education, or community involvement.
• Strong organizational skills and the ability to manage multiple routine tasks and deadlines.
• Strong written and verbal communication skills with a professional and customer-service-oriented approach.
• Ability to follow established procedures, work independently on routine tasks, ask questions when needed, and maintain accuracy and attention to detail.
• Experience with inventory, order fulfillment, equipment, or organizational supplies is helpful but not required.
• Experience with website content management, e-commerce platforms, CRM systems, or customer/donor databases is helpful but not required.
• Proficiency with Microsoft Office and/or Google Workspace
• Willingness and ability to learn new software platforms
• Commitment to the mission and values of the Monarch Joint Venture.
• Ability to reliably work on-site at Prairie Oaks at least three days per week.

*You do not need to have all of the above qualifications to apply! 

Essential Job Functions and Physical Requirements

The essential functions of this position include working at the Prairie Oaks office; regularly using a computer and standard office equipment; accurately entering and maintaining information in organizational systems; communicating professionally with customers, donors, colleagues, and vendors; preparing shipments; and lifting or carrying packages and supplies up to 30 pounds. Reasonable accommodations are available to enable qualified individuals with disabilities to perform the essential functions of the position and participate in the hiring process.

How to Apply

You will be asked to submit the following:

1. Your resume (1-2 pages max)
2. Brief responses (approximately 4–6 sentences each) to the prompts below.*
3. What interests you about this role and the opportunity to provide on-site administrative support at Prairie Oaks?
4. Describe an experience providing helpful and professional service to a customer, donor, visitor, colleague, or community member.
5. Tell us about a time when your attention to detail helped you complete a task accurately.

*NO COVER LETTERS will be accepted

What to Expect

The interview process will generally include two stages:

1. A brief (~20-minute) introductory interview over Zoom.
2. A longer (~1-hour) interview in person at the Prairie Oaks Campus in Belle Plaine, MN.
3. Most 2nd round interview questions will be shared in advance via email.
4. Two professional references will be requested following this round. 
5. A brief third interview may be requested if needed for final decision-making.

All candidates will be notified by email if they are no longer under consideration. Candidates may request accommodations at any stage of the hiring process. 

Equal Opportunity Employment

MJV provides equal employment opportunities to all qualified individuals without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, age, national origin, physical or mental disability, military or veteran status, genetic information, or any other status protected by applicable federal, state, or local law. Equal employment opportunity includes, but is not limited to, hiring, training, promotion, demotion, transfer, leaves of absence, and termination. 

MJV prohibits discrimination, harassment, and retaliation and takes reports of such conduct seriously.

The Monarch Joint Venture is an at-will employer. All persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.