Office Manager/Donor Relations Coordinator, Powder River Basin Resource Council

Sheridan, WY

Position Title: Office Manager/Donor Relations Coordinator

Organization: Powder River Basin Resource Council

Location: Sheridan, WY

Organization Overview: Powder River Basin Resource Council works to empower local member groups and to monitor and inform public policy affecting the state’s land, air, water, energy resources, agriculture, and community well-being. The organization is highly regarded both locally and nationally and community organizing approach and commitment to a civil society are respected by agencies, politicians and industry groups alike.

Position Overview: The Office Manager is responsible for the day-to-day operations of the office, ensuring efficient and effective operations and coordinating all issues affecting the daily operations of the office. The Office Manager also coordinates logistics for Powder River meetings and events and provides support to the Executive Director on various tasks. The Donor Relations Coordinator is responsible for maintaining donor giving information; working with the Executive Director to create fundraising appeals; coordinating logistics for development events; communicating with and stewarding donors; and supporting the team in all individual donor fundraising and membership-building activities.


  • Process all incoming mail, including writing income receipts, tracking income
  • Keep office appearance neat and clean and storage space and supplies are organized
  • Ensure that staff are trained on the proper use and care of office procedures and equipment
  • Ensure functioning of computers and coordinates systems upkeep (Microsoft Office, Norton Antivirus, etc.)
  • When needed, research new hardware, and set up equipment for staff
  • Keep staff google groups and contact information updated
  • Ensure the office has sufficient office supplies and postage
  • Submit reimbursements for staff travel, when applicable
  • Oversee staff vehicles: Maintains insurance coverage on the staff vehicles, adding/removing vehicles as needed
  • Add new staff members to the vehicle insurance policy
  • Schedules maintenance on vehicles when needed
  • Using staff timesheets, produce year-end time allocation and percentage reports for the Executive Director
  • Update the staff timesheet for the upcoming year
  • Compile monthly staff expenses, submit to the Executive Director for approval and submission to bookkeeper
  • Maintain the personnel files
  • Help post job announcements for position openings, circulate applications to appropriate staff, and schedule interviews
  • Board Communications and Materials
  • Work with Executive Director and staff team to keep Powder River Board Manual updated
  • Track Board resolutions and ensure they get signed and filed
  • Assist the Executive Director with meeting logistics as needed
  • Maintain membership database, including updating donor records, compiling biographical information, data entry, and pulling reports/queries
  • Process incoming gifts and ensure that gifts are accurately recorded and thanked
  • Work with the Executive Director to create a robust donor stewardship plan, including acknowledgement letters, thank you cards, and other communications via phone and email
  • Keep monthly contribution letters updated and mailed each month, track renewal contributions, track renewals, write or assign thank you letters.
  • Work with the Executive Director creating and executing donor mailings, email asks, and direct mail appeals
  • Participate in the internal fundraising committee meetings
  • Work with the Executive Director to create annual internal fundraising goals and plan
  • Analyze donor giving patterns to increase donor retention, upgrading, and conversion rates
  • Work with the Executive Director to provide Board updates on internal fundraising progress
  • Track donors; donor outreach/contact, pledges and monthly gifts to ensure on-time payment
  • Work with staff to implement special fundraising opportunities
  • Assist Executive Director with bookkeeping tasks (expense forms, reimbursements) as requested
  • Participate in staff meetings
  • Participate in Powder River Board meetings and other meetings, such as fundraising events, as needed
  • Participate in WORC network regional meetings and events as necessary and appropriate to the position, and fulfill administrative duties and responsibilities.
  • Produce monthly work plans, time sheets and monthly Board updates
  • Take on additional assignments when other staff persons are absent and as requested
  • Performs other activities as required or assigned by the Executive Director.

Minimum/Preferred Qualifications:

  • Strong administrative and organizational skills
  • Strong communication and interpersonal skills
  • Demonstrated ability to multitask, work independently, and with teams
  • Familiarity with various computer software programs (Microsoft Office, Google Suite)
  • Ability to think creatively, strategically, and practically
  • Attention to detail and ability to stay organized
  • Commitment to grassroots organizing and Powder River’s mission

Start/End Dates: As soon as possible

Salary/Pay: Starting at $48,000/year. Full benefits including health, dental and vision insurance, paid vacation leave, paid holidays and paid long-term sabbatical leave.

Application Deadline: Open until filled

How to Apply:  Email cover letter, resume, references, and two brief writing samples to (include Office Manager Application in the subject field) or mail to: Robin Englehart-Bagley, Powder River Basin Resource Council, 934 North Main St., Sheridan, WY 82801.