PLEASE NOTE: Interviews are currently underway, and we are no longer accepting applications for the Administrative Coordinator position.
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:
OPERATIONS
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
DEVELOPMENT
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
HR & INSURANCE
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.
Compensation:
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.
About our Hiring Process:
Here’s what you can expect when you apply for a job at our organization:
If you have questions about our hiring process, please contact Jess Gildea, Director of Community Engagement: jess@wildseedproject.net.
