Administrative and Operations Coordinator

Maine Tasting Center; Bangor (ME); On-site; USD 47,000 - 51,000; Full time

Benefits offered by this job

32-hour work week

Paid time off 20 days

Health & dental insurance

Parental leave up to 6 weeks

Job summary

Partners for Peace in Bangor, ME, is hiring an Administrative and Operations Coordinator to support the Executive Director across development, HR, and finance. The role includes coordinating essential systems, handling records, and providing basic IT support to ensure staff have the tools needed.

The position is non-exempt with a 32-hour work week, and pay range starts around $46,961 to $51,314 depending on experience. Excellent benefits are provided.

Qualifications

• Minimum high school diploma or GED; additional education/experience in nonprofit admin preferred
• Ability to coordinate office operations and administrative functions
• Flexibility to respond to time-sensitive needs while managing daily tasks
• Proficient in information technology and Microsoft Excel

Responsibilities

• Provide administrative assistance and operations support to the Executive Director and to the Development, Finance, and Human Resources departments as assigned
• Identify, create, and maintain systems and processes to support efficient organizational operations
• Act as primary staff contact to provide basic technology support and coordinate more advanced requests with contracted provider
• Organize and maintain financial documentation and other financial files per record retention policies
• Coordinate with property management and vendors to maintain physical plant
• Provide in-person reception for the Bangor Resource Center and assist guests as directed
• Maintain confidentiality and professional discretion

Skills

Office coordination

Record keeping

Microsoft Excel

IT proficiency

Education

High school diploma or GED

Tools

Microsoft Office

Database entry

Job description

Partners for Peace is hiring a full-timeAdministrative and Operations Coordinator. The Administrative and Operations Coordinatoris responsible for administrative and operations support for the Executive Director, and assists the Development, Human Resources, and Finance departments. This position coordinates many key administrative and operational functions, ensuring that systems, equipment, and facilities run efficiently, so staff have the tools and resources needed to perform their work effectively.

Job Title: Administrative and Operations Coordinator

Classification: Non-Exempt (Hourly)

Work Hours: 32-hour work week between the hours of 8am-430pm (Tuesday-Friday) with occasional after-hours work that may require schedule flexibility

Location: Bangor

Supervisor: Executive Director

Starting Pay Range: Level 2 - $46,961 - $51,314 (depending on experience)

Benefits include 32-hour work week, 20 days' annual PTO (including sick and holidays) that increases based on years of service, 100% employer paid health and dental insurance for employees and dependent children, up to 6 weeks' paid parental leave, and more (for details about benefits, please visit https://www.partnersforpeaceme.org/about-us/apply/)

Mission:

We partner with people and communities affected by domestic violence and abuse in Penobscot and Piscataquis Counties to provide confidential support and services shaped by survivors’ voices. We advocate for lasting peace through prevention, education, and awareness, challengingsocietal conditions that lead to abuse.

Vision:

All are free to thrive in relationships, families, and communities that are safe and equitable.

Essential Duties and Responsibilities:

• Provide administrative assistance and operations support to the Executive Director, and to the Development, Finance, and Human Resources departments as assigned
• Identify, create, and maintain systems and processes to support efficient, effective, and compliant organizational operations and administrative functions
• Act as primary staff contact to provide basic technology support and coordinate more advanced requests with contracted provider
• Organize and maintain financial documentation, including receipts, payment records, supporting documentation, and other financial files in accordance with record retention policies
• Assist with other financial controls, e.g. collect mail, log donations, make deposits, etc.
• Ensure electronic shared files and databases are organized, updated, and accessible for staff
• Prepare assigned correspondence, reports, mailings, meeting materials, and documents
• Assist with record-keeping, data entry, copying, scanning, filing, and other general office and administrative duties
• Coordinate with property management company and other vendors to maintain physical plant
• Coordinate routine maintenance of PFP vehicle and respond to necessary repairs
• Coordinate and maintain inventory of supplies
• Provide some in-person reception for the Bangor Resource Center and assist guests and visitors as directed
• Maintain professional judgement and discretion, particularly when handling confidential employee, financial, organizational, or other sensitive information
• Perform other duties as assigned

Qualifications Specific to this Position:

• Minimum high school diploma or GED with additional education, experience or training in non-profit administration, development, finance, human resources, and/or operations preferred
• Ability to coordinate office operations and administrative functions and experience with record keeping, filing, and coordinating routine office activities
• Flexibility and ability to respond to time-sensitive needs while managing daily tasks and other priorities
• Ability to work independently while recognizing when questions, issues, or decisions should be brought to the Executive Director or another member of the leadership team
• Ability to complete a wide variety of simple and complex tasks, with strong attention to detail and accuracy
• Proficient in information technology and Microsoft Office programs, especially Excel

Requirements for all PFP Staff:

• Must pass required background checks, including state Department of Health & Human Services (DHHS) Abuse and Neglect, Bureau of Motor Vehicle Driver’s Record, state and federal sex offender registries, and a fingerprint-based search of state and federal criminal records
• Computer skills and experience with Microsoft Office programs and database entry
• Ability to maintain confidentiality
• Ability to work and communicate effectively with co-workers, community members and professionals
• Ability to thrive while working independently and as part of a team
• Ability to report and/or compile statistics and units of service accurately and timely
• Ability to understand the requirements of funding for one’s position and the organization to participate in meeting those requirements
• Dedication to the Partners for Peace Mission, Vision and Values

Physical Requirements, Schedule and Working Conditions:

• Must be able to work in a fast-paced, trauma-informed, survivor-centered workplace
• Must have reliable transportation and be available for some local travel (valid driver’s license and proof of insurance required)
• Must be able to sit for long periods of time, walk up and down stairs, work on a computer, and move or lift materials up to 30 pounds

Partners for Peace is an Equal Opportunity Employer

Partners for Peace is an equal opportunity employer and does not discriminate based on race, religion, color, national origin, sex, military status, age, disability, sexual orientation, gender identity, genetic information, creed, citizenship status, or any other characteristic protected by law.