Program & Operations Manager

Overview

The Arundel Conservation Trust (ACT) seeks an organized, detail-oriented, small nonprofit administrator to support the organization’s programs, operations, communications, events, fundraising, and community engagement efforts. ACT is an independent nonprofit dedicated to conserving Arundel’s natural, scenic, and recreational resources while strengthening community connections through conservation.

The Program and Operations Manager works closely with ACT’s volunteer Board of Directors, volunteers, and community partners to help advance organizational goals and initiatives. The ideal candidate is a seasoned project manager, collaborative, adaptable, tech-savvy, and passionate about community-based nonprofit work.

This is a contracted position averaging 20 hours per week with flexible scheduling and occasional evening or weekend event support.

• Serve as the lead project manager for ACT conservation and stewardship initiatives, drive advancement of ACT projects, and coordinate with volunteers to carry out collective work

• Maintain and monitor the annual Operations Plan to ensure that all projects and functions are meeting objectives and deadlines

• Manage volunteers, including recruitment, assignments, and triaging inquiries to volunteer team leads

• Follow up with volunteer assignments and key tasks, and communicate regularly to volunteer teams

• Initiate and support sponsor tracking, reporting deadlines, and administrative support for board initiatives

• Maintain organizational calendars, records, operational documents, and Google Workspace files

• Coordinate board meeting materials and attend monthly board meetings

• Monitor and respond to general emails and inquiries within 48 hours

• Manage office supplies, merchandise inventory, mail pickup, and storage organization

• Perform basic bookkeeping tasks, produce basic finance reports, and support the Finance Committee in its fiscal oversight. Tasks to include:

  • Support annual budget development

  • Create quarterly budget reports

  • Pick up, deposit, and record checks and payments

  • Record donations and maintain financial records

  • Manage organizational credit card receipts and reconciliations

  • Assist with bank reconciliations and general banking needs

  • Support the Treasurer with financial documentation and reporting preparation

• Maintain organizational licenses, permits, insurance, and compliance records as needed

• With board members, develop, execute, and track annual appeal project plans and other fundraising campaign plans

• Maintain donor, volunteer, sponsor, and constituent records in Little Green Light (LGL)

• Assist with donor acknowledgements, fundraising campaigns, sponsorship tracking, and stewardship communications

• Support volunteer coordination and constituent outreach as directed by the Executive Team

• Assist with grant research, grant application preparation, tracking, and reporting deadlines

• Support planning and coordination for ACT events and community programs

• Lead or assist in event management tasks for volunteer-led events

• Assist with event logistics, communications, registrations, sponsorship fulfillment, and invoicing

• Coordinate with volunteers, vendors, and community partners as needed

• Support social media, email communications, press outreach, newsletters, and community calendar postings

• Maintain website updates, PR calendars, and outreach materials

• Coordinate communications with community partners and assist with timely promotional efforts

The ideal candidate will have:

• Superb project management skills; volunteer management experience a plus!

• Strong organizational, communication, and time-management skills

• Strong experience with bookkeeping, banking procedures, and financial recordkeeping preferred

• Experience working independently and collaboratively with volunteers or community organizations

• Proficiency with Google Workspace, Canva, Zoom, Quickbooks, social media platforms, website management tools (WIX), and Little Green Light, or similar technology

• Experience with event coordination, fundraising support, or grant administration preferred

• Flexibility, professionalism, initiative, and a positive sense of humor

• Schedule:
  
  Approximately 20 hours/week with flexible scheduling

• Location:
  
  Greater Arundel, Maine area; primarily remote with some in-person meetings and event support required

• Compensation: starting at $30/hour, commensurate with experience

• Status:
  Contracted position without benefits

• Reports To:
  
  ACT Board President

Other administrative and operational duties may be assigned in support of ACT’s mission and programs.