Administrative and Operations Coordinator

Partners for Peace is hiring a full-time
Administrative and Operations Coordinator
. The Administrative and Operations Coordinator is 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, challenging societal 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…