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Are you passionate about making a difference in the lives of older individuals? We are looking for a dedicated and skilled individual to join our team!

Current Job Openings

Operations Specialist (Hybrid remote in Brunswick, ME 04011)

Job description

We are hiring an Operations Specialist to join our Elder Abuse Institute of Maine Team!

We are a small organization that values our human resources and strives to create a supportive, holistic work environment that acknowledges that our work can be challenging at times, yet incredibly rewarding and life changing for our clients. We provide extensive professional development opportunities, supportive supervision that builds upon the skills and experience of our team, and recognize and appreciate a work/life balance.

POSITION DESCRIPTION

JOB TITLE: Operations Specialist

JOB LOCATION: This position will be a hybrid position with some in-person work expected in Brunswick, Maine.

JOB SUMMARY:

The Operations Specialist provides comprehensive support across various operational functions, including administrative, HR, IT, building management, and bookkeeping. This role is pivotal in ensuring smooth office operations, effective communication, and efficient coordination within the organization. The ideal candidate will possess exceptional organizational skills, a high level of discretion, and the ability to manage a diverse range of tasks while maintaining confidentiality.

JOB RESPONSIBILITIES:

Administrative Support:

● Manage executives’ schedules, including meetings, appointments, and travel arrangements.

● Prepare and edit correspondence, reports, presentations, and other documents.

● Coordinate and arrange meetings, including venue booking and logistics.

● Handle incoming and outgoing communications, including phone calls, emails, and mail.

● Oversee office supplies and equipment, ensuring everything is well-stocked and functioning.

● Pickup and distribute agency mail weekly.

● Coordinate with IT and facilities for any office-related issues or improvements.

● Implement and maintain office procedures and systems.

● Plan and organize company events, conferences, and meetings.

● Coordinate with vendors, manage budgets, and ensure event success.

● Act as a liaison between executives and other stakeholders, including employees, clients, and external partners.

Project Management:

● Assist with the planning and execution of special projects and initiatives.

● Track project progress and provide updates to executives as needed.

● Prepare project-related reports and documentation.

HR Duties:

● Compile and submit bi-weekly payroll, working with payroll specialists.

● Oversee staff onboarding and offboarding processes.

● Create and manage personnel files and benefit correspondence.

● Interact with benefit vendors and ensure MEMIC employee workspace compliance.

● Conduct staff and board background checks.

● Facilitate HR trainings and ensure compliance with state laws.

● Administer HR-related platforms and systems, including employee resource portals and compliance documentation.

Bookkeeping:

● Manage petty cash maintenance and reconciliation.

● Oversee accounts payable and invoice processing, including Center card transactions.

● Work with the Finance Director for invoicing and financial submissions.

● Deposit checks and cash received and record in both accounting and development software.

● Maintain accurate and organized filing of all financial paperwork and support documentation.

IT Duties:

● Maintain and manage computer and IT inventory, including purchasing and tracking.

● Ensure proper maintenance and aging of IT equipment.

● Act as a systems engineering liaison and IT trainer for staff.

● Administer platforms such as Zoom, DocuSign, Office365, Adobe, TechSoup, and WeWorked.

Building Management Duties:

● Contact and schedule building vendors; maintain a vendor listing.

● Work with the Executive Director and staff on building upkeep and maintenance needs.

● Maintain file storage and other items needed for programs and events.

● Serve as a member of the Building Committee when operational.

Confidentiality and Discretion:

● Handle sensitive information with the utmost confidentiality and discretion.

● Manage executive’s personal tasks and confidential matters as required.

Relationship Management:

● Foster positive relationships and ensure effective communication channels within the organization and with external partners.

EXPERIENCE PREFERRED:

​● Exceptional organizational and time-management skills.

● Strong written and verbal communication abilities.

● Ability to multitask and prioritize tasks effectively.

● High level of professionalism and discretion.

● Basic understanding of bookkeeping principles and financial management.

JOB QUALIFICATIONS:

● Bachelor’s degree in Business Administration, Management, or a related field preferred.

● Proven experience in administrative roles, with a strong understanding of office management, HR, IT, building operations, and bookkeeping.

● Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and communication tools.

JOB REQUIREMENTS:

  • A valid Maine driver’s license, automobile insurance and good driving record- reliable transportation required
  • Pass required background checks from government agencies with satisfactory responses
  • Strong communication and interpersonal skills with the ability to work independently as well as part of a team.
  • Strong organizational skills, punctuality, cultural awareness and sensitivity, and professionalism
  • Ability to work effectively within diverse workgroups and populations with proven ability to collaborate with community based, law enforcement, criminal justice and governmental agencies
  • Comfortable working in a fast-moving, collaborative, team-oriented environment
  • Ability to work independently
  • Ability to maintain composure under strict deadlines and difficult situations

CERTIFICATION/LICENSE

Current, valid Driver’s License and access to a reliable vehicle for the ability to make on- site visits to clients and attend meetings and trainings.

Job offers are contingent on the verification of credentials and other information required by the employment process including the completion of a background check which includes criminal history and driving history review.

BENEFITS

Starting annual salary is $48,000- $58,000 depending on experience. EAIME provide health and dental insurance for employee, generous paid time off, and short and long term disability insurance, life insurance, and retirement account.

TO APPLY: Send cover letter, resume, and names of 3 professional references to admin@eaime.org. Please put Operations Specialist in the subject line.

Applications will be reviewed on a rolling basis until the position is filled. We thank all applicants for their interest in joining our team; however, only those selected for an interview will be contacted.

The Elder Abuse Institute of Maine does not unlawfully discriminate internally (in its administrative and program operations) or externally (in provision of services) on the basis of race, political orientation, religion, gender, sexual orientation, age, national origin, ethnicity, ancestry, marital status, veteran status, or mental or physical disability or any other status prohibited by applicable law.

Job Type: Full-time

Pay: $48,000.00 – $58,000.00 per year

Benefits:

  • Dental insurance
  • Flexible schedule
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Retirement plan

 

Schedule:

  • 8 hour shift
  • Monday to Friday

 

Work Location: Hybrid remote in Brunswick, ME 04011

Join Our Mission

Please email your cover letter, resume, and references to: Admin@eaime.org

The Elder Abuse Institute of Maine does not unlawfully discriminate internally (in its administrative and program operations) or externally (in provision of services) on the basis of race, political orientation, religion, gender, sexual orientation, age, national origin, ethnicity, ancestry, marital status, veteran status, or mental or physical disability or any other status prohibited by applicable law.

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