Job Opening: Full Time Office Manager

The Holocaust and Human Rights Center of Maine (HHRC) is seeking a full-time office manager to provide administrative, financial management, and reporting support and to provide building support for our day-to-day operations from Monday through Friday, 8:00 a.m. to 4:00 p.m.

Founded in 1985 by the late Holocaust survivor Gerda Haas, the Holocaust and Human Rights Center of Maine is a statewide non-profit (501(c)(3)) organization that uses the lessons of history, including the Holocaust and other events of the past and present, to encourage all citizens to reflect on and act upon their moral and ethical responsibilities, which will help build a more civically engaged society.  The HHRC promotes tolerance and respect for human rights in Maine through educational programs, exhibits, and events. 

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 maintain piano humidifier.  

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.  

Please submit a cover letter and resume no later than Friday, June 20, 2025 to tam@hhrcmaine.org. Applications will be reviewed on a rolling basis.