9 Castle Street
The Regional Environmental Council, Inc. (REC), a grassroots, nonprofit, environmental and food justice organization with a 45-year history of working for environmental sustainability and social justice in Worcester, Massachusetts is seeking a full time (40+ hr/week) Administrative Director. REC’s programs include community & school gardens, urban farms, farmers’ markets and mobile markets, and youth development. The Administrative Director is responsible for managing REC’s administrative operations and HR functions in support of 20 full and part time staff, and will work in partnership with our financial consultants to manage finances associated with the agency’s $950k budget. The role requires an ability to analyze and operationalize improvements in such areas as forecasting, budgeting, cost reduction, and operational performance. The Administrative Director will report to the Executive Director and will serve as a member of the Management Team along with the Development Director and Director of Programs.
Key responsibilities include office management and administration, human resources management, and financial management.
- Oversee all office management to ensure cleanliness, organization, and functionality of office space, equipment and supplies;
- Supervise office administrator;
- Recruit, train and supervise relevant interns, work-study students, staff and volunteers as needed;
- Manage, track and coordinate all vendors, contracts, maintenance, and landlord;
- Maintain, update, and distribute internal controls documents on an ongoing basis;
- Coordinate documents and logistics for board & staff meetings and retreats, including annual meeting;
- Manage IT functions and IT consultant(s); maintain all office equipment and software;
- Help coordinate onboarding of project management/team collaboration software;
- Update and maintain system documentation and user guides;
- Organize and maintain shared electronic files and folders on Dropbox and Google Apps and serve as administrator for these and other shared software;
- In collaboration with Development staff, as appropriate, help maintain donor database (Kindful);
- Support and coordinate direct mail (donor solicitations, newsletters, event notifications, etc.) in collaboration with Development and Program staff;
- Train new staff on key office functions relevant to their work.
Human Resources Management
- Maintain confidential personnel data securely and accurately;
- Oversee benefits administration, including managing enrollment, educating and assisting
staff as needed, and filing appropriate documentation with providers;
- Serve as chief liaison with insurance brokers;
- Ensure compliance with MA privacy laws;
- Support all aspects of staff recruitment and hiring processes;
- Oversee and execute onboarding and orientation of new employees to agency culture,
policies & procedures;
- Help Board Development Committee of the Board of Directors coordinate new board member orientations and update and maintain board member orientation handbook;
- Help review, update and maintain Employee Handbook; draft new policies as needed in collaboration with HR Committee of the Board of Directors and Executive Director;
- Research, distribute and coordinate staff trainings and professional development opportunities;
- Work with Management Team to manage staff performance review process and work plan development;
- Help create and implement plan for prioritizing diversity, equity, and inclusion in staff and board recruitment and retention;
- Create, coordinate and implement Staff Wellness plan;
- Serve as staff liaison to the HR Committee of the Board of Directors, including scheduling meetings, sharing agendas and relevant information, taking and distributing minutes.
- Direct the financial affairs of the agency within the scope of responsibility delegated by
the Executive Director and Board of Directors including coordination of federal, state and
local tax and regulatory compliance;
- Work with REC’s financial services consultants—Dolphin Resource Group (aka Dolphin)—to oversee all financial operations;
- Work with Executive Director, Management Team, and Dolphin to create organizational and program budgets and accurate projections;
- Submit accounts payable and accounts receivable to Dolphin weekly for processing;
- Oversee all credit cards and ensure staff are submitting all receipts and utilizing cards appropriately; reconcile receipts and submit receipts and report to Dolphin weekly;
- Ensure accuracy of financial transactions in collaboration with Dolphin;
- Collect, review and submit accurate timesheets from all staff to payroll dept. at Dolphin bi-weekly;
- Assist Development staff with processing online and offline donations and payments;
- Oversee all bank deposits and all expenses; monitor bank accounts; review monthly bank statements, investment account statements, etc., and review reconciliation done by Dolphin;
- Work with Dolphin to prepare and submit billing for all grants and cost reimbursement contracts;
- Maintain hard copy and electronic records; work with Dolphin to ensure all accounting is both timely and accurate;
- Work with Dolphin to prepare financial reports for funders, Executive Director, Board of Directors
- Work with Dolphin and auditor to prepare annual financial audit and Form 990;
- Serve as staff liaison to the Finance Committee of the Board of Directors, including scheduling meetings, sharing agendas and relevant information, recording and distributing minutes.
Perform additional duties as assigned.
We are seeking candidates with a minimum of 3-5 years’ experience managing operations, administration, and finance in the non-profit sector (candidates with equivalent experience in the private sector will be considered).
- Interest in and commitment to the mission and values of the REC
- Self-motivated, detail oriented, highly organized and reliable
- Effective planning, organizational, and time management skills
- Ability to manage multiple tasks with competing deadlines and to respond flexibly in a grassroots nonprofit environment
- Comfortable working alone and in teams
- Excellent interpersonal and communication skills, both written and verbal
- Supervision/management experience preferred
- Comfort with online collaboration tools, e.g., shared calendars, email, shared folders/files (Dropbox, Google Drive, Google Apps), and utilizing web-based database and project management software; strong Microsoft Excel, Word, and database management skills, experience with accounting software, payroll systems, and web management software (Wix)
- B.A. in accounting, management, public administration, or related field desired
- IT experience a plus
- Driver’s license and regular access to a personal vehicle required
- Availability to work occasional evenings and weekends
Benefits package commensurate with work in a nonprofit, including health & dental insurance, 12 paid holidays, 2 weeks’ vacation, 3 personal days, and 12 sick days.
Minimum Education Required
How To Apply
The Regional Environmental Council is a grassroots non-profit organization dedicated to achieving universal healthy food access and social and environmental justice in the city of Worcester and beyond. REC is an equal opportunity employer committed to an inclusive workplace. People of color are strongly encouraged to apply. Send resume and cover letter to firstname.lastname@example.org (write “Admin Director” in subject line). Selected candidates will be contacted for an interview. No phone calls please.