Operations & Administration Manager

The Caterpillar Lab is seeking a thoughtful, organized, and self-directed Operations and Administration Manager to help support and strengthen the internal systems behind our work.

Much of what we do is visible: live exhibits, educational programs, fieldwork, and creative projects that help people encounter the extraordinary diversity of life around them. Behind all of that is another layer of work: the systems, logistics, finances, and coordination that makes everything possible.

We are looking for someone to help build and manage this layer.

Job Description / Overview

The Caterpillar Lab is seeking a thoughtful, organized, and self-directed Operations & Administration Manager to further develop and oversee the internal systems that support our work. This role is well suited for someone who thrives working in a small, adaptive, hands-on nonprofit environment and is comfortable moving between high-level system thinking and day-to-day administrative work.

The Caterpillar Lab is a nonprofit organization dedicated to fostering curiosity, ecological awareness, and connection with the natural world through live caterpillar exhibits, educational programs, research collaborations, and creative initiatives. Our work blends natural history, science, art, and education to help people encounter the extraordinary diversity of life often overlooked around them.

This position helps ensure that the administrative and operational foundations of the organization run smoothly and reliably on a day-to-day basis. The role includes ownership and management of bookkeeping coordination, administrative systems, office operations, donor and CRM systems, and logistical coordination for organizational programs and projects.

The Operations & Administration Manager works closely with the Executive Director but is expected to operate with significant independence and initiative, taking ownership of core administrative systems and ensuring essential organizational functions run smoothly without constant oversight.

Position Structure & Compensation

This position is currently envisioned as a role of approximately 30–40 hours per week, with compensation expected to fall in the range of $26–32 per hour depending on experience.

Because The Caterpillar Lab is a small and growing organization, the scope of the role may evolve depending on the experience and strengths of the successful candidate. Applicants bringing substantial nonprofit operations or administrative leadership experience may help shape the position more broadly over time.

There is also meaningful flexibility in how the role may ultimately be structured for the right candidate. Depending on experience and circumstances, the position could be arranged as part-time or full-time, and compensation may be structured as hourly or salary. The role does require regular on-site work in southern New Hampshire, though hybrid flexibility may be possible. Benefits may also be available for full-time roles or where there is a clear need.

We welcome applicants with a range of experience levels, from highly organized early-career administrators to experienced nonprofit operations professionals seeking meaningful mission-driven work. We are particularly interested in candidates who are comfortable taking ownership of systems, improving workflows, and operating with a high degree of independence in a small, dynamic organization.

About The Caterpillar Lab

The Caterpillar Lab is a 501(c)(3) nonprofit organization dedicated to fostering curiosity, ecological awareness, and connection with the natural world through live caterpillar exhibits, educational programs, and creative storytelling.

Founded by naturalist and educator Sam Jaffe, The Caterpillar Lab has grown into a widely recognized natural history and public education initiative over the past decade, reaching audiences across the northeastern United States and beyond.

Our outreach combines natural history, science, art, and public engagement to encourage deeper awareness of the complex ecological communities that surround us.

The organization operates with a small collaborative team and a growing public audience. As our programs and reach expand, we are working to strengthen the operational systems that support the Lab’s work while preserving the curiosity, creativity, and spirit of exploration that have defined the organization since its founding.

Work Culture & Environment

The Caterpillar Lab operates with a small, collaborative staff working closely together in shared spaces. The work environment is informal, adaptive, and mission-driven, with periods of high activity during public programs and quieter periods devoted to planning, preparation, and development work.

We value open communication, independence, curiosity, flexibility, and care in how we support one another’s work. At times our work involves clear logistical requirements and firm deadlines, while at other times we rely on independent initiative and internal motivation to guide our mission-driven staff.

A successful candidate will not only be organized and detail-oriented, but will also find meaning in helping sustain a place of learning, curiosity, and excitement for the natural world.

Core Responsibilities & Areas of Focus

• Responsibilities are grouped to indicate areas of primary responsibility and areas that may expand depending on the candidate’s interests and experience.

Financial Administration (Essential)

• Further develop and maintain bookkeeping processes and records using QuickBooks Online
• Manage and process invoices, payments, and reimbursements
• Reconcile bank and credit card accounts
• Coordinate payroll and employee benefit administration
• Prepare financial summaries and reports for leadership

Organizational Operations (Essential)

• Develop, maintain, and continuously improve administrative systems and organizational records.
• Coordinate basic facility logistics including utilities, service providers, and workspace needs to help ensure the Lab’s spaces remain functional and well supported.
• Manage vendor relationships and service providers
• Maintain and improve internal systems including Google Workspace and shared digital platforms

Administrative Coordination (Essential)

• Support scheduling, travel coordination, and internal logistics
• Maintain organizational documentation including licenses, filings, and service agreements
• Assist with preparation and tracking of contracts and agreements

Donor and Development Systems (Preferred)

• Maintain donor records in the organization’s CRM
• Process donations and donor acknowledgements
• Support fundraising administration and reporting

Merchandise & Retail Coordination (Support and growth opportunity)

• Support retail sales operations including inventory tracking and purchasing coordination
• Assist with development and improvement of merchandise strategies and workflows

Required Qualifications

• Administrative experience in nonprofit, education, or mission-driven organizations
• Strong organizational skills and consistent follow-through
• Clear and professional communication skills
• Experience handling confidential administrative or financial information
• Working familiarity with QuickBooks Online, CRM systems, and Google Workspace tools
• Ability to work on-site at least part of each week in southern New Hampshire
• Alignment with The Caterpillar Lab’s mission

Preferred Qualifications

• Experience with nonprofit donor management systems
• Experience improving or developing organizational systems
• Ability to manage multiple projects and prioritize effectively
• Experience supporting small organizations or startup-style environments

Practical experience and initiative are valued as highly as formal credentials.

Growth Potential

As The Caterpillar Lab continues to grow, this role could expand into broader operational leadership and help guide the development of additional administrative systems or staff. Future organizational needs may include expanded management of the Lab’s merchandise and store systems, advancement of fundraising and development efforts (including grants and donor relationships), and longer-term operational leadership as administrative capacity grows.

How to Apply

Follow the link to our application platform page:

https://the-caterpillar-lab.breezy.hr/p/a2c100b14d35

You will be asked to provide a

• Resume
• Cover letter describing relevant experience and your interest in working with The Caterpillar Lab
• Answers to our initial application questions.

Applications will be reviewed on a rolling basis.

Benefits are currently evolving as The Caterpillar Lab grows. We expect to offer a combination of paid time off, flexibility, and potential health insurance support, with details discussed during the hiring process.

English (professional working proficiency)