Acadia Center is seeking a dynamic, organized professional to serve as the organization’s lead operations coordinator and manager. This essential, core position is responsible for working with the president, staff and board to coordinate and overseeing the organization’s daily operations, corporate compliance, financial systems and basic human resources procedures. The position helps identify needs and improvements in expense reporting, file sharing, communications and other key aspects of organizational operations. The position reports to and works closely with the president to determine and implement priorities and is the primary point of contact supervising external bookkeeping, audit, IT and HR vendor consultants and serves as the president’s executive assistant. The role is ideal for candidates who are enthusiastic about Acadia Center’s mission and will enjoy playing a key role ensuring that the organization’s operational needs run smoothly so that it can deliver on mission

KEY RESPONSIBILITIES

Executive Assistant to the CEO

· Support the president in overall management of the organization

Operations Management and Coordination

· Create, implement, and maintain processes and process improvement to drive operational efficiency across the team.

· Oversee and coordinate daily operations in office management, systems and expense tracking

· Serve as the primary point of contact for HR, IT, and Workplace processes, reporting, and compliance relating to recruitment, hiring, onboarding, performance management, professional development, office visits, and off boarding.

· Provide recommendations on external vendor needs in areas like IT, HR and financial accounting.

· Support the maintenance of the centralized file management system for using SharePoint and assisting in evaluating alternative file sharing systems

· Collaborate with cross-functional teams to align efforts and achieve organizational objectives including communications.

· Schedule and coordinate staff meetings, annual reviews, retreats, and board meetings, including reports, presentations and participant communications and logistics.

· Process mail and banking needs.

· Assist staff with booking and coordinating travel itineraries and following Acadia Center travel cost guidelines.

· Updating and maintaining Acadia Center’s personnel handbook, standard operating procedures and accounting manual, banking and file sharing

· Support board of directors functions.

Finance, Bookkeeping and Corporate Filing Oversight

· Act as primary point of contact with bookkeeping, benefits, bill pay, charitable registration vendor and IT service providers to the organization.

· Support the President and Development team to create donor and organizational financial reports.

· Support the Communications team.

· Ensure systems are in place for accurate expense tracking of day-to-day budget and finance tasks, including but not limited to, grant spending, oversee invoicing approvals and billpay systems, oversee setting up vendors, and matching expenditures to grants.

· With guidance from the President, lead the team’s annual budgeting processes, including gathering data, training on templates and other tools, and preparing reports to drive a consistent system of budget management.

· Process payroll and benefits; maintain schedules for administrative and personnel functions.

· Ensure insurance policies, leases and related obligations are up to date and in good standing.

· Ensure state corporation filings including charitable registrations are up to date and issues brought to the attention of the President.

· Maintain Microsoft Office templates such as PowerPoint, office stationery, and related documents.

· Manage subscriptions and conduct cost and service comparisons for software products and services including benefit programs.

Requirements

Minimum 5-7 years’ directly related experience in project management, operations management, or a related discipline, or equivalent combination of education and/or work experience.
Previous experience in non-profit administration, particularly at a non-profit of Acadia Center’s size.

Experience successfully managing budgets, including prioritizing and reallocating funds to make the best use of limited resources for strategic purposes.
Familiarity with non-profit accounting principles (GAAP) and financial management a plus; familiarity with bookkeeping and basic financial reporting; experience with QuickBooks or NetSuite a plus.
Outstanding problem-solving skills, including the ability to proactively identify obstacles and propose solutions or recommendations to overcome them. Strong organizational skills and proven ability to manage projects and relationships in a complex/matrixed organizational structure.
Excellent computer skills and knowledge of Microsoft Office Suite (Outlook, Excel, Word, PowerPoint); Adobe
Strong verbal and written communication skills
Enthusiasm for Acadia Center’s mission and approach to equitable climate solutions

Diversity and Climate Justice Commitment

Acadia Center is committed to a diverse work environment that advances goals to remedy racial, environmental and climate justice issues. We value a workplace of mutual respect, the ability to learn from one another and a team culture of inclusion, shared responsibilities, and decision-making. Acadia Center is committed to upholding the principles and ethics of diversity, equity, inclusion, and justice. Individuals from a variety of backgrounds and identities are highly encouraged to submit their applications.

Benefits

Acadia Center compensation is highly competitive with peer non-profit groups and compensation levels are commensurate with the selected candidate’s experience and skill levels. This position may be structured as full or part-time and offers flex-time possibilities. The expected salary range is $62,500 - $80,000. Benefits for salaried employees include health care, dental, retirement, disability, and vacation. The position anticipates a hybrid office/home office schedule in the Rockport, Maine office. Position Location: Preference for Rockport, Maine. Reports to: President and CEO

Acadia Center

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