Administrative & Operations Associate

Job Summary

The Administrative & Operations Associate proactively manages the daily operations of NRCM’s Augusta office. This position will work closely with the Sr. Director of Finance to anticipate office needs, research solutions, and assist in creating a facilities plan based on projected needs. They will provide administrative support as needed, including printing, assisting with staff meetings and activities, and working with the Executive Office to support board and committee meetings. As part of the Administration Team, the Administrative & Operations Associate wears multiple hats to support the organization. Due to the nature of the job, this position is required to work in the Augusta office.

To Apply: Please submit both a cover letter and resume. Application materials received by May 31, 2023, will receive preferred consideration. Applicants who need an alternative way to submit materials may email them as attachments to jobs@nrcm.org or mail them to NRCM, Attention HR, 3 Wade Street, Augusta, ME 04330.

Respect, inclusion, and opportunity for people of all backgrounds, lifestyles, and perspectives will attract the best ideas to NRCM and helps us shape a healthier, more vibrant future for all of us who share our planet. By honoring and celebrating people’s diversity, NRCM can bring new creativity, effectiveness, and leadership to our work throughout the state. Achieving diversity, equity, inclusion, and justice is a continuous process, which, we believe, will contribute to a sustainable and peaceful world. We therefore strongly encourage applications from people who identify with or who are members of marginalized communities. In an effort to eliminate as much bias as possible, NRCM’s policy is to redact personally identifiable information from initial candidate review.

Required Qualifications:

• Proven problem-solving and basic troubleshooting skills with the ability to work with minimum supervision, exercise good judgment, and take initiative
• Excellent organizational skills with the ability to prioritize and meet deadlines
• Highly proficient with standard Microsoft Office operating systems
• Working knowledge of office machines, telephone systems, Zoom or other video meeting platforms
• Ability to work as a team player with an outgoing and courteous manner
• Familiarity with nonprofits ideal

Job Responsibilities: 

Building Operations

• Conduct building quality checks on a regular basis for necessary repairs, cleaning issues, and daily maintenance items, and determine whether repairs can be done in-house or require outside vendors
• Research vendors and arrange visits for building maintenance/repairs as requested
• Oversee the day-to-day management of supplies inventory and office equipment; troubleshoot equipment issues as needed
• Manage contracts for office equipment, including monitoring upcoming end dates for leases and soliciting competitive pricing
• Manage equipment inventory sign out/return system
• Assist Sr. Finance Director with budget projections based on building needs and priorities

Administrative

• Assist the public, directing NRCM members and coalition partners to the appropriate NRCM staff, by phone and as office walk-ins
• Take meeting minutes for Admin Team and board committee meetings
• Facilitate staff use of calendar indicating who’s in the building each week
• Assist with staff activities and NRCM events
• Filing, maintaining filing systems, and archiving in a timely manner
• Create and maintain Standard Operating Procedures
• Assist with financial and administrative tasks as needed, updating reports and spreadsheet, manage ClickTime and other monthly activities