by Wild Seed Project

Administrative Coordinator (part-time)
Our organization is growing rapidly, and we’re looking for someone extremely organized who can support our team with the day-to-day administration of our small and busy office. This part-time position provides essential administrative and development support for the WSP team. Reporting to the Executive Director, the Administrative Coordinator will be responsible for a variety of tasks, including assisting with financial and fundraising processes, HR and benefits, and general office operations. This role also provides general administrative support to the Executive Director.

We’re looking for someone who is excited to help us develop new systems and streamline existing processes to meet the needs of our current operations.

The Administrative Coordinator is primarily responsible for:

Financial support: process incoming checks from donations, wholesale accounts, and speaking engagements; coordinate income accounting with Executive Director and bookkeeper; manage and track incoming and outgoing invoices. Coordinate with the Executive Director and bookkeeper on other financial tasks as needed

Operations & office management: 
process incoming mail; manage filing and record-keeping; purchase office supplies; support technology asset management; maintain records of organizational software accounts, subscriptions, and programs

Fiscal Sponsorship: support billing and financial tracking of fiscal sponsorship expenses

Donor database: Support maintenance of donor database (EveryAction) including gift entry and acknowledgments, and processing monthly membership renewals. Support Director of Development with mailing lists and reports

Development files: 
Maintain development files and support development operations as needed

Insurance: Coordinate liability insurance renewals and adjustments in collaboration with Executive Director and insurance broker

Benefits: Support administration of health, dental, and vision insurance plans and associated HRA account, and other employee benefits

We’re looking for someone who has:
— A love of organizing, solving problems, tracking details, and streamlining processes
— Comfort and familiarity with spreadsheets and Google Drive. Experience with fundraising databases or other CRMs a plus
— The ability to work collaboratively, independently, and efficiently while effectively prioritizing a variety of tasks and projects simultaneously
— Willingness to support colleagues and adapt to a changing landscape, and jump in at all-hands-on-deck moments during our busy seasons
— Lots of creativity and an excitement about bringing ideas to the table and trying new things
— A commitment to equity and decolonization, and an understanding of how systems of oppression impact and shape the fields of conservation and environmental education
— A love of nature and a passion for environmental and climate justice

Work Location:
Wild Seed Project’s office is located in North Yarmouth, Maine, approximately 25 minutes north of Portland and our Native Seed Center is located in Cape Elizabeth, Maine, approximately 15 minutes south of Portland. We are currently working via a flexible, hybrid model, with staff splitting time between home and the office/in the field as their role demands. Please note this position will require in-office work a majority of the time.

The Administrative Coordinator position is part-time, 24 hours a week with a salary of $30,000, and a generous benefits package including 12 vacation days, 6 sick/personal days, paid holidays, and 75% employer coverage of medical insurance premiums. Dental and vision insurance are available and paid 100% by employees.

How to Apply:
Interested candidates should email a cover letter and resume to with the subject line: Administrative Coordinator. Priority will be given to applications received prior to February 29. We will continue reviewing applications on a rolling basis until the position is filled Ideally, the new staff member will start in early April 2024.

About our Hiring Process:
Here’s what you can expect when you apply for a job at our organization:

  • All applicants will be notified of their status. We do our best to contact candidates as soon as they are no longer being considered.
  • We conduct an initial phone interview with a large pool of applicants, a second Zoom interview with ~6 candidates and 3-4 of our team members, and a final in-person interview for 2-3 candidates with the same hiring team.
  • Interview questions are provided in advance for the Zoom and in-person rounds, and the phone interviews when possible.
  • We commit to transparency throughout the process, and will share our timeline for next steps at the close of each interview.
  • We recognize that interview processes are necessarily extractive, and there are intense power imbalances between candidates and the hiring team.
  • We commit to salary transparency throughout our organization and we do not negotiate salaries.

If you have questions about our hiring process, please contact Jess Gildea, Director of Community Engagement:

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