Sustainable Communities Team Member/Administrative Assistant

Website IPM Institute of North America

Job Title: Sustainable Communities Team Member/Administrative Assistant

Designation: 30-35 hours (0.75 FTE)

Schedule (Monthly): Remote | Office (as needed/directed by CEO)

Compensation: $15.50 – $16.50


Minimum qualifications include:

· Experience with QuickBooks Online

· Experience working in an office/remote office environment

· Familiarity with WordPress

· Degree and/or experience, passion for environmental science

· Degree and/or experience, passion for marketing

Preferred qualifications include:

· Minimum of 2 years college experience

· Familiarity with MS Office Suite


Support administrative tasks for the IPM Institute of North America including accounts payable, the Sustainable Food Group, Partnership for Ag Resource Management, Green Shield Certified, Midwest Grows Green, the Tick IPM Working Group and The Pest Defense for Healthy Schools. Report to the Community IPM Manager and CEO.

Flexible schedule (set your own hours), 35- 40 hours per week, starting at $15.50 to $16.50 per hour depending on skills and experience. Excellent opportunities for long-term advancement. Benefits include health, dental and optional life insurance, retirement plan, short and long-term disability, paid time off, paid sick leave and paid “flex” holidays. Located on the near east side of Madison. Prefer a candidate that can work from the Madison office.

The IPM Institute of North America, Inc. is a non-profit organization formed in 1998. Our mission is to improve sustainability in agriculture and communities by using the power of the marketplace. Our Sustainable Food Group team works on more than a dozen projects to increase adoption of Integrated Pest Management (IPM) and other sustainability best practices that reduce risks to health and the environment from pesticide and nutrient use in agriculture and communities, improve working conditions, soil health, water and air quality.

Primary responsibilities

Office Admin (11%)

· Provide phone and office reception as needed

· Maintain current and organized financial filing system, including all digitized files

· Print/mail certificates, calendars or any mailing requested by staff

· Maintain resource library and inventory

· Maintain all contact databases, Mailchimp and Access

· Maintain job postings on website

· Organize and plan potlucks. Set/clean-up for potlucks, birthdays and other office celebrations

· Assist with daily operations and delegated tasks

· Prepare BOD meeting minutes, finalize with co-director and circulate to board.

· Adding or updating the team bios in the PowerPoint, Word document and website(s)

· Tracking professional development (training expense) for employees that is typically billed to IPM Institute (could include professional development that would be billed to other non-invoiced projects).

· Track and replenish office supplies and equipment as requested/necessary

· Receive and sort mail/packages

Accounts Payable (20%)

· Receive and input all payables in QuickBooks Online (QBO) excluding insurances

· Scan payables and attach to QBO entry

· Properly assign payable to appropriate projects

· Notify CEO to pay bills by specified due dates

· Assist accountant in maintaining current and organized financial filing system (Digital)

Green Shield Certified (GSC) (15%)

· Complete evaluation reports for GSC to confirm client compliance with program criteria and legal requirements; prepare thorough and concise confidential reports in a timely fashion using the established writing style

· Work with CEO to invoice clients for GSC

· Contact clients on outstanding invoices and paperwork

· Assist with coordinating webinars and workshops

Sustainable Food Group (SFG) (1%)

· Maintain writing style guide

· Assist with the preparation and maintenance of document templates

· Assist with any assigned project if FTE permits

Partnership for Ag Resource Management (PARM) (1%)

· Facilitate PARM newsletter and email blasts

· Assist with any assigned project if FTE permits

School IPM/Pest Defense for Healthy Schools (10%)

· Coordinate logistics and prepare materials for in-person Pest Defense training events and track in-person training evaluation surveys and quiz results.

· Facilitate and take notes on monthly working group calls and post notes online.

· Coordinate NEA projects for IPM checklists and train-the-trainer program.

· Assist marketing & community IPM specialist market monthly webinars and develop the monthly Pest Defense newsletter

Midwest Grows Green (10%)

· Attend meetings or phone calls with park districts, school districts and/or city governments regarding the implementation of IPM or NLC.

· Assist with phase I audits for the Technical Assistance Program

· Support in applying for continuing education credits for workshops

· Maintain outreach list

· Assist with developing signage and marketing materials

· Assist with overall coordination of workshops and webinars

IPM Symposium (3%)

· Write meeting minutes in a timely fashion using the established writing style.

Tick IPM Working Group (3%)

· Write meeting minutes for monthly meetings.

Ongoing responsibilities

· Participate in strategic planning.

· Represent our organization and work to partners, potential partners, agencies, organizations and the general public.

· Maintain productive relationships with team, collaborators, clients and funders

· Work with CEO, strategy and business development managers and community IPM manager to maintain a high-performing team and successful workflow

· Work with CEO and accounting staff to set and meet budgets

· Follow writing style guide and office manual procedures

· Respond to requests from CEO and staff to support Institute projects as needed

· Respond to inquiries professionally and in a timely manner

· Meet requirements for confidentiality and non-disclosure

· Maintain a neat and clean workspace

· Provide courteous and professional telephone reception as needed

Featured benefits

Send a resume, cover letter and three professional references to Ryan Anderson at

About IPM and the IPM Institute

Integrated Pest Management (IPM) is a long-standing, science-based, decision-making process that identifies and reduces risks from pests and pest management related strategies. It coordinates the use of pest biology, environmental information and available technology to prevent unacceptable levels of pest damage by the most economical means, while posing the least possible risk to people, property, resources, and the environment. IPM provides an effective strategy for managing pests in all arenas from developed agricultural, residential, and public areas to wild lands. IPM serves as an umbrella to provide an effective, all encompassing, low-risk approach to protect resources and people from pests (IPM Roadmap 2004).

IPM Institute is an independent non-profit organization with the mission to foster marketplace demand for goods and service providers who practice IPM. The Institute is funded by competitive grants, private foundations and corporate partners.

IPM Institute collaborates on a diverse set of projects and programs that drive IPM adoption in both agricultural and residential environments, including Whole Foods Market Responsibly Grown™, EcoApple™,, IPM Star Certified™, Green Shield Certified™, Partnership for Ag Resource Management and other sustainability-based initiatives. IPM Institute also provides pest scouting and consulting.

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