Position Open!

 

  • Job Title: Administrative Coordinator (Office MVP + Database Dynamo)

    Location: Damariscotta, Maine

    Reports To: Leadership Team, or “Whoever Needs Help Most That Day”

    Job Type: Full-time with paid time off and health stipend. 1 flex day (8 hours per week) can be done remotely, if desired.

    *Please note that Hearty Roots currently offers a cash stipend in lieu of health insurance. We are aiming to step that up a notch for ‘26,  but cannot guarantee a robust healthcare package for you or your loved ones yet.

    Compensation: $48,000

    About the Role:

    Are you the person everyone turns to when things need to get done—and done right? Do you thrive on variety, organization, and the satisfaction of keeping systems running smoothly behind the scenes?

    We’re on the lookout for a sharp, proactive Administrative Coordinator who not only keeps the office humming but also owns and optimizes the databases that help keep our operations tight and efficient. This is a hybrid role combining office coordination with critical data and records management—ideal for someone who’s equal parts people-person and systems-thinker.

    Key Responsibilities:

    Database Management & Reporting

    • Develop, maintain, and ensure accuracy for an internal database that tracks participant involvement, demographics, retention, and outcomes.

    • Monitor data integrity and perform regular audits and clean-ups

    • Generate reports, dashboards, or data summaries as needed by different teams

    • Help implement and document best practices for data entry and storage

    General Administrative Support

    • Handle day-to-day admin tasks: scheduling, ordering supplies, and keeping the office and our work-flow tidy and organized

    • Assist multiple departments with their overflow admin needs—no errand too small, no spreadsheet too complicated

    • Triage requests from across the org and manage competing priorities with grace and good humor

    • Support with IT barriers as some of us are on a learning curve with Google Workspace  and Canva

    Program & Operations Support

    • Jump into ongoing or one-off projects: event planning, inventory, internal ops, and special assignments from team members

    • Be available to support outdoor youth programming adventures as a substitute, on an as-needed basis to help out the programs  team in a pinch

    • Take initiative to improve pack-in/out systems and workflows for program-facing teams

    • Represent the organization with enthusiasm at community events, tabling, and parades


    You Might Be a Fit If You:

    • Have serious spreadsheet skills and a love for structured, accurate data

    • Enjoy building and maintaining systems that other people rely on

    • Can spot a data inconsistency from a mile away

    • Balance precision with flexibility—you can pivot fast but don’t cut corners

    • Communicate clearly, kindly, and professionally (verbally and in writing)

    • Are organized, detail-oriented, and can adapt to a growing nonprofit team’s needs

    • Know how to prioritize when everything feels important

    Qualifications:

    • 2+ years in an administrative, office coordination, or operations support role

    • Proven experience with database or information systems

    • Proficiency in Google Workspace, Canva,  and general business tools

    • Experience in a fast-paced office environment preferred

    • Bonus: experience with light reporting, process documentation, or system implementation

    What You’ll Get:

    • A role with real impact across the company—from the inbox to the database

    • A seat at the table (often literally) during important discussions and initiatives

    • Flexibility, variety, and the chance to work with an awesome team of individuals

    • A workplace where your behind-the-scenes  skills are appreciated and essential

    How to Apply:

    Think you’re the right person to keep our data clean and our office running smoothly? We’d love to hear from you. Send your resume and a short note explaining why you're the Administrative Coordinator we didn't know we needed to Haley Bezon: haley@heartyroots.org

    Applications will be accepted on a rolling basis until the position is filled.

    Hearty Roots is committed to providing equal access and equal employment opportunities. Hearty Roots values diversity, and unique perspectives and capabilities, and strives to foster an inclusive workplace. People from diverse backgrounds are encouraged to apply. Hearty Roots is an Equal Opportunity Employer.

 
 

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