Administrative Assistant, Education Programs

Description

JOB TITLE: Administrative Assistant, Education Programs

SUPERVISOR: EDU Project Manager 

Salary Range: $23-$25/hour

Overview 

The Gulf of Maine Research Institute (GMRI) develops and delivers collaborative solutions to global ocean challenges. We are dedicated to the resilience of the Gulf of Maine ecosystem and the communities that depend on it. To learn more, visit gmri.org.

The Administrative Assistant (AA) will support the team responsible for designing and delivering GMRI’s programming for formal and informal educators and youth across the state of Maine and the Northeast. This dynamic group develops curriculum and resources, and conducts professional learning, for teachers, librarians, and informal educators working in contexts that range from classrooms to land trusts and 4-H clubs. The AA will provide general administrative support for the team but will have a particular focus on supporting our busy calendar of community engagement. We strive to provide excellent customer service for the educators in our programs and will continue to expand that network through a variety of funded projects over the coming years.

With that in mind, the kinds of support the AA will provide include administrative tasks that are associated with community engagement events (e.g., arranging locations and food, processing paperwork and payments for participants). The AA will be an integral part of a busy team and the ideal candidate will have a strong orientation to meeting the diverse needs of a broad array of constituents, and exceptional sensitivity to communicating respectfully and effectively with a wide range of GMRI constituents. They will be inspired by supporting the team as we help the emergence of the next generation of ecosystem stewards.

This position is part-time 20 hours a week temporary through December 2025. After an introductory period when on-site at GMRI’s headquarters in Portland is required, a combination of on-site and remote work can be arranged. While starting as part time, this position could grow into a full-time role. 

Responsibilities/Tasks

• Support program staff responsible for the design and execution of high-quality events for our constituents. This includes helping to maintain an accurate events calendar, securing off-site meeting locations, and arranging catering. This also includes updating our constituent database (Salesforce) after each event or program.
• Collaborate with GMRI staff in Finance and Administration to assure participant paperwork and payments are completed accurately and in a timely fashion. This includes arranging packets of required IRS forms, processing payment vouchers and tracking their completion before and after events, and sending certificates of Continuing Education Credits to participants. It may also require fielding an array of questions from participants about event logistics.
• In every contact, upholding the highest level of excellence and respect in all communications and interactions, becoming a model of customer service.
• As administrative support for GMRI’s Education department more generally, the AA will also:
• Assist with scheduling, communication, and logistics for the Education group. 
• Collaborate with other GMRI administrators on organization-wide topics, scheduling, communication, and events. 
• Source materials and make independent judgement calls based on needs. 
• Provide reception desk support as needed. 
• Complete general administrative tasks as needed. 

Requirements

Qualifications

Required skills and experience include:

• Three years of administrative experience
• Exceptional communication skills in all forms and contexts, verbal and written
• Demonstrated self-starter with strong interpersonal and organizational skills
• Proven ability to work both independently and collaboratively and to take initiative to solve problems and tackle challenges
• Proficiency in Microsoft software (MS Word, Excel, PowerPoint, Outlook, and SharePoint) as well as the Google suite of tools
• Demonstrated ability to attend to detail in the service of achieving larger program goals
• Experience in event logistics/coordination

Other preferred qualifications include:

• Experience with database software and email management.
• Team player with a sense of humor and ability to remain flexible to changing needs.
• Experience collaborating with minoritized communities. 
• Interest in the Gulf of Maine, coastal communities, science, and education.

Diversity and Inclusion:

Gulf of Maine Research Institute has a long-standing poli