Job Opening: Full Time Office Manager

The HHRC is seeking a full-time office manager to provide administrative support, financial management and reporting support, and building support for our day-to-day operations from Monday through Friday between 8:00 am and 4:00 pm.

The mission of the Holocaust and Human Rights Center of Maine is to promote universal respect for human rights through outreach and education. We help students understand the consequences of prejudice and stereotyping and encourage people to explore their biases, think about the way words can divide and threaten or heal and unite. We invite honest conversation to envision a brighter future from learning, reflecting and acting. We build welcoming communities with sixteen fully developed educational programs offered to Maine school free of charge. Our adult programs are offered to educators, community groups, senior colleges and organizations. The Michael Klahr Center is our home and a cultural destination where we showcase art exhibits about human rights, host events, and welcome in visitors to explore and enjoy the rich history and personal stories that fill the beautiful space.

Responsibilities will Include:

Administrative support

  • Open and close the Michael Klahr Center.

  • Provide calendar and phone support to the executive director.

  • Offer general reception from greeting people to answering phones to directions to the Center.

  • Guide people through making an online contribution. 

  • Manage and respond to inquiries from the general inbox.

  • Sort mail and process check requests from the team.

  • Support the team through administrative tasks from photocopying to finding documents in our central repository or items in the archives.

  • Using personal vehicle to make weekly bank deposits and runs to the post office as needed.

 Financial management and reporting support

  • Run weekly and monthly reconciliations and financial reports using QuickBooks, Excel, and the donor database. 

  • Enter contributions and revenues into donor database.

  • Generate weekly deposits using QuickBooks and Excel.

  • Reconcile gifts using PayPal and Stripe.

  • Generate and mail acknowledgements for non-online gifts.

  • Monitor bank statements and accounts for electronic gifts and transfers.

  • Perform book entry and audit and tax preparation using QuickBooks and Excel. 

Building support

  • Book rental space rooms for HHRC educational programs and outside groups and provide contracts with the outside organizations.

  • Assist renters using the space as needed with tech support (projection/microphone/camera).

  • Occasionally assist with after hour events through setup or registration.

  • Work with University Facilities or third-party vendors to conduct repairs, work orders, or for technical support.

  • File paperwork from bills to personnel documents.

  • Ensure office supplies are stocked.

  • Water plants and schedule piano tuning.  

Qualifications:

  • Excellent oral and written communication skills.

  • Strong attention to detail and accuracy.

  • Ability to work well in a collaborative team setting.

  • Willingness to learn and adapt. 

Preferred Qualifications of the Ideal Candidate:

  • Familiarity with the mission of the organization.

  • Prior administrative support working with a team and the public.

  • Proficiency in using QuickBooks, Excel, PayPal, Stripe, and donor database Little Green Light.

  • Self-directed toward excellent work outcomes.

    The HHRC is an equal opportunity employer and offers full health care, dental care and vision insurance, paid vacation and sick time, and a reimbursement for phone and internet. The salary is $37,500.

     Please submit a cover letter and resume no later than March 14, 2025 to tam@hhrcmaine.org. Applications reviewed upon receipt.