Office Administrator

Maine Tasting Center; Brunswick, Northern (ME, KY); Hybrid; USD 49,000 - 60,000; Full time

Benefits offered by this job

Annual salary $54,396

Unlimited PTO

Fully paid family and medical leave

Long term disability insurance

17 paid holidays

SIMPLE IRA retirement plan

$300 professional development stipend

Job summary

Full Plates Full Potential in Maine seeks an Office Administrator, a salaried non-exempt role with a 32-hour week Monday through Thursday, reporting to the Co-Executive Director of Development, Finance, & Administration.

You will manage employee benefits onboarding, assist with technology support, oversee office supplies and meetings, aid grant processes, and maintain filing systems across electronic and paper records.

Qualifications

• People skills to manage delicate benefits conversations
• Project management and multi-project coordination
• Comfort with technology and quick platform learnability
• Commitment to diversity, inclusion, equity, and justice in the workplace

Responsibilities

• Benefits administration: onboarding/offboarding, liaison with broker, issue resolution, census management
• Team culture management: plan celebrations, meetings, catering, materials, gifts, budgeting
• Office management: supervise cleaner, mail processing, supplies, inventory, and materials handling
• Grantmaking administration: assist applicants, manage awards/payments, collect reports, schedule review meetings
• Technology support: admin org tech, device onboarding, end-user support, maintain filing systems

Job description

What You’ll Do

The Office Administrator is a salaried non-exempt position, with a regular 32 hour work week of Monday through Thursday. This position reports to the Co-Executive Director: Development, Finance, & Administration. The Office Administrator assists in the smooth operations of the business through office management, benefits administration, team culture management, grantmaking administration, and offering technology support for our team. The Office Administrator has no direct reports, and is responsible for the following key tasks:

Benefits Administration (20%)

• Works with the Co-Executive Director to onboard and offboard employee benefits
• Serves as primary point of contact between our insurance broker and Full Plates
• Assists employees with any benefits issues
• Maintains files to support census, auto insurance declarations, etc.

Team Culture Management (15%)

• Leads celebrations/acknowledgements for team members: birthdays, work anniversaries, important life events for team members (weddings, deaths, illness)
• Plans logistics for team meetings and board meetings including meeting location, catering, curation of print materials and meeting supplies, and technology support
• Organizes team holiday party and gifts
• Manages the budget associated with team culture activities

Office Management (20%)

• Responsible for overseeing the office cleaner
• Collects and processes the mail on a weekly basis
• Maintains office supplies and inventory
• Supervises the storage, cataloging, and inventory levels of programmatic and development materials for tabling and other activities
• Tracking quarterly reports for SNAP outreach, USDA, lobbying reports, etc and sending reminders
• Assists with print mailings when applicable, such as the annual appeal

Grantmaking Administration (25%)

• Assists grant applicants with the technical aspects of the application process in partnership with members of the Program Team
• Administers award letters and payment processes with support from the Finance Manager
• Administers the collection of grant reporting from awardees
• Schedules grant review meetings including the payment of grant reviewer stipends with support from the Finance Manager

Technology Support (20%)

• Assists in the administration of organizational technology
• Onboards and offboards employee devices
• Serves as the first point of contact for employees needing assistance with technology
• Develops and maintains organizational filing systems both electronic and paper

Flexible Additional Duties

As a small nonprofit, Full Plates may occasionally require employees to perform duties outside of their job description. However, any additional duties will be clearly communicated in writing and be limited and time bound. If an employee is picking up additional duties due to a leave on the team, additional compensation will be provided in accordance with policies outlined in the employee handbook.

Who You Are & Keys to Success

To be successful in this job, you will excel in the following areas:

• People skills: You are equipped to manage delicate conversations and situations as they relate to benefits administration.
• Project management: You are self directed and willing to take the initiative. You have experience managing multiple projects and keeping tasks from slipping through the cracks, all while using resources wisely and efficiently.
• Comfort with technology: You are tech-savvy and pick up new platforms and programs quickly. After initial training, you are comfortable seeking out additional support or resources independently. You are excited to use your technology skills to assist other team members.
• Commitment to diversity, inclusion, equity, and justice: You recognize that Full Plates is working to fundamentally fix an innately broken food system. You acknowledge the role of race, income, age, immigration status, and other identities in shaping food systems disparities, and you consistently amplify community voices to advocate for more equitable approaches. You recognize how your own identities show up in the work, and welcome, reflect on, and act on feedback with an eye toward continuous learning about race, ability, and other lines of difference.

Due to the technology support role responsibility the following software are required areas of experience.

• Google Workspace suite
• Microsoft 365 Administration and Teams
• Airtable (or similar platform. Training will be provided on our Airtable Grants Management Platform)
• Zoom

The work environment and logistical expectations of the role include:

• Core hours are Monday-Thursday, 8:00-4:00, with significant hours flexibility offered, contingent on meeting performance goals
• Occasional evenings and weekends with comp time offered
• Full Plates operates largely virtually and base location is flexible within the state of Maine. Our office is located in Brunswick and we expect to ask staff to come together in-person ~quarterly. This position requires weekly trips to the Brunswick office as part of the core job responsibilities.
• Travel may include events within Maine (with mileage reimbursement)

We offer the following employment benefits:

• An annual salary of $54,396(minus applicable taxes and withholdings)
• Unlimited PTO, within a culture that actively encourages its use
• Fully paid family and medical leave
• Long term disability insurance
• 17 paid holidays:
  • Independence Day
  • Labor Day
  • Indigenous People’s Day
  • Veterans Day
  • Thanksgiving break (2 days)
  • Winter Break (12/24-1/1)
  • Martin Luther King, Jr. Day
  • Presidents’ Day
  • Patriots’ Day
  • Memorial Day
  • Juneteenth
• Anthem PPO health insurance plan with 100% premium paid for employee and 80% premium paid for dependents and partners
• Delta Dental plan with 85% premium paid for employee
• SIMPLE IRA retirement plan with 2% non-elective employer deferral
• $300 professional development stipend

Your employment with Full Plates Full Potential is conditioned upon adhering to the policies and procedures of the company and is “at-will,” meaning that either you or Full Plates Full Potential can end the employment relationship at any time and for any reason, by providing written notice to the other. Upon termination of your employment, Full Plates Full Potential shall have no further obligation to you except to pay you any accrued but unpaid compensation and other benefits to which you are entitled for services rendered up to the date of termination.