Manager of Administration and Strategic Initiatives

Austin Community College; Waterville (ME); On-site; USD 60,000 - 80,000; Full time

Job summary

Austin Community College is seeking a Manager of Administration and Strategic Initiatives to oversee the budget and operations of the Lunder Institute for American Art. This pivotal role includes financial management, collaboration with museum and College partners, and ensuring effective operational practices.

The ideal candidate will have a Bachelor’s degree, 3-5 years of relevant experience, and strong skills in project management and communication. The position supports an inclusive and equitable work environment, along with professional development opportunities.

Qualifications

• 3-5 years of budget and administrative experience in higher education or similar organizations.
• Experience preparing and presenting budget or financial reports.
• Strong written, verbal, and interpersonal communication skills.

Responsibilities

• Manage the Lunder Institute budget, including expense tracking and reconciliations.
• Oversee grant administration and financial reporting.
• Support project management for Institute initiatives.

Skills

Budget management

Project management

Communication

Organizational skills

Interpersonal skills

Experience with Excel

Ability to work independently

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Google Workspace

Workday

Adobe Creative Suite

Airtable

Job description

Manager of Administration and Strategic Initiatives

Reporting to the Director of the Lunder Institute for American Art (LIAA), the Manager of Administration and Strategic Initiatives plays a central role in translating the Institute’s goals and vision into effective operations and sustainable practices. Working closely with the Director, the Manager provides leadership in the planning, management, reconciliation, and evaluation of the Lunder Institute's budget and operations while overseeing the administrative and operational infrastructure that supports the Institute’s programs, fellowships, residencies, and initiatives.

The Manager collaborates with the Manager of Fellowships and Programs, the Coordinator of Fellows, and other Institute staff to operationalize the Institute’s mission and values through effective project management, administrative systems, and organizational processes. They support the Director in ensuring that budget and program administration processes and projects are completed efficiently and accurately, serving as a key liaison with the Colby Museum and Colby College finance teams. In this capacity, the Manager coordinates financial management activities, including reporting and reconciliation, and works with museum and College partners to prepare financial, demographic, and program information required for institutional and grant reporting.

The Manager also oversees the day-to-day administrative and logistical functions of the Institute, including maintaining records and documentation, preparing meeting materials and presentations, coordinating communications with museum and College partners, and supporting special projects and institutional partnerships. They supervise interns supporting administrative and operational functions and serve as a primary logistics liaison for fellows, residents, and visiting scholars. In addition, the Manager coordinates the use and operations of Lunder Institute spaces and facilities, including those at the Greene Block + Studios and housing for fellows, working closely with Colby facilities and external partners. Through this work, the Manager represents the Lunder Institute across campus and within the broader community, helping to sustain, monitor, and communicate the Institute’s work through a strong finance, operations, and program management lens.

Essential Functions

• Manage the Lunder Institute budget, including expense tracking, reconciliations, credit card verification, budget analysis, and preparation of annual budget in collaboration with the Director and museum staff.
• Oversee grant administration, including resource tracking, data analysis, and financial reporting.
• Coordinate facilities and operations for the Greene Block + Studios, including maintenance requests, shared space logistics, and housing arrangements for fellows, residents, and guests.
• Partner with LIAA staff to plan and coordinate Institute events and public programs, including occasional evening and weekend programs.
• Recruit and oversee interns supporting administrative and operational work, including coordinating payroll and participation.
• Support the maintenance and updates of Lunder Institute digital platforms, including the website, in collaboration with museum communications, IT, and external partners.
• Develop and maintain administrative systems and operational processes that support the Institute’s programs, fellowships, residencies, and partnerships.
• Collaborate with Lunder Institute, museum, and College colleagues to ensure consistent and effective operational practices.
• Support project management for Institute initiatives, including coordinating timelines and collaborating with communications and engagement teams.
• Manage administrative operations such as scheduling, purchasing, contracts, travel coordination, and compliance with College policies.
• Prepare and maintain Institute communications, presentations, records, and documentation.
• Participate in Lunder Institute and Colby Museum staff meetings and contribute to institutional initiatives and planning.
• Represent the Lunder Institute by building strong relationships with colleagues, fellows, residents, collaborators, and campus partners.
• Engage in professional development aligned with departmental and institutional priorities.

Position Qualifications

Education and/or experience:

• Bachelor’s degree or equivalent combination of education and experience
• 3 – 5 years of budget and administrative experience in higher education, museums, nonprofits, or similar organizations
• Experience with budget management and financial record systems; Workday and Excel experience preferred
• Experience preparing and presenting budget or financial reports
• Proficiency with Microsoft Office and Google Workspace; familiarity with Adobe Creative Suite, Airtable, or similar tools preferred
• Strong written, verbal, and interpersonal communication skills
• Ability to synthesize information and communicate key points clearly
• Strong organizational and project management skills with attention to detail and ability to meet deadlines
• Ability to work independently and collaboratively in a fast‑paced environment
• Experience supporting marketing or communications efforts, including social media or newsletter, preferred
• Commitment to fostering an inclusive and equitable work environment
• Appreciation for the mission and values of a liberal arts institution

Physical and Mental Demands

• Handling employee information, documents, and sensitive matters with care, professionalism, and respect for privacy.
• Working with varied timelines, including quick turnaround and responsiveness to urgent needs.
• Interacting with members of the public and others in a variety of situations and conversations; presenting oneself in a professional, respectful, and thoughtful manner at all times.
• Regular movement throughout office spaces, hallways, meeting rooms, and other campus locations.
• Daily work may involve extended use of a computer, including keyboard and mouse.
• Lifting up to 10 pounds regularly, with occasional lifting of up to 35 pounds or more in more physically demanding roles, up to 50 pounds.
• Vision requirements include the ability to see clearly at close and far distances and to adjust focus as needed.
• Work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills.
• Noise level is generally moderate, with occasional louder sounds depending on campus activity.