Administrative Operations Specialist

Are you looking for a role where you can make a meaningful impact in your community?

Willing Hands is seeking an Administrative Operations Specialist to help drive the day-to-day systems that keep our organization running smoothly in support of our mission to connect fresh, local food with neighbors in need. This role is ideal for someone who enjoys hands-on work, staying organized, supporting people, and managing important behind-the-scenes processes that help a mission-driven team thrive.

The right candidate is reliable, detail-oriented, and motivated to support a community-centered organization through thoughtful coordination of administrative, financial, HR, and operational functions. You’ll work closely with staff, volunteers, and leadership to ensure essential functions move forward efficiently and accurately.

To apply, please submit your resume and cover letter.

Position Title:   Administrative Operations Specialist

Classification: Non-Exempt

Expected hours of work:  Part-time, 20-24 hours a week

Salary grade/level/range: Specialist - $24 to $28 per hour

Supervisor: Executive Director

Job Summary: The Administrative Operations Specialist supports the organization's day-to-day operations by providing reliable administrative, financial, and operational support across multiple areas, including office operations, donor administration, and human resources. This role works closely with the Executive Director and staff to help ensure systems are organized, information is accurate, and routine processes run smoothly.

Key Accountabilities:

In partnership with the Executive Director, coordinate the daily HR administrative functions, including HR records maintenance, timekeeping support, leave tracking, administering pay, benefits,while supporting adherence to company policies and practices, and managing the BambooHR system

Support the organization’s financial operations in partnership with the Executive Director, consulting Accountant, and Bookkeeper by coordinating accounts payable documentation, coding support, receipt management, and maintaining organized financial records

Coordinate accounts receivable by working with administrative volunteers and the Bookkeeper to record, code, and file incoming payments in accordance with the organization’s income acceptance policy

Provide administrative support to the Development team by maintaining the donor database, entering and acknowledging gifts, supporting reconciliations, and providing daily accounting and accurate donor and contribution records

Provide administrative and operational support to the Executive Director, Senior Leadership Team, Board of Directors, and other staff as needed

Duties/Responsibilities:

Human Resources Support

Maintain accurate employee records and data within BambooHR, including status changes, onboarding/offboarding updates, and document management.

Track employee leave balances and maintain related records in applicable systems.

Support leadership with onboarding logistics, recognition programs, health and safety tracking, and offboarding processes

Serve as a staff contact for routine HR systems questions, onboarding processes, and benefits enrollment support

Coordinate annual open enrollment workflows, including opening election windows, communicating deadlines, and maintaining enrollment records

Maintain current job description files and coordinate updates with the Executive Director as positions change or new roles are created

Support performance management processes by tracking review cycles and working with the Executive Director to prepare templates/forms

Coordinate employee training and compliance records, including required acknowledgments, certifications, and onboarding documentation

Assist with recruiting administration, including posting jobs, scheduling interviews, coordinating candidate communications, and maintaining applicant records

Financial Administration Support

Oversee income processing in Little Green Light (LGL) donor database with Bookkeeper and Admin Volunteers, create donor thank-you letters

Collect and review electronic timesheets for completeness and submit approved payroll information to outsourced payroll providers in a timely manner

Coordinate approved payroll changes, deductions, and retirement contribution updates for processing.

Process bi-weekly payroll through payroll vendor and upload 403(b) contributions

Coordinate accounts payable workflows by collecting invoices, coding documentation, organizing receipts, and preparing materials for review and processing

Support accounts receivable administration by recording incoming payments and maintaining related files in accordance with organizational procedures

Maintain organized financial records and electronic files for audit readiness and internal reference.

Assist with routine reconciliations and administrative follow-up as requested by the Executive Director, Accountant, or Bookkeeper

Development & Outreach Support

Maintain donor records in Little Green Light (LGL), including gift entry, acknowledgments, contact updates, and routine data cleanup

Support development operations by generating reports and recommendations to improve donor and gift tracking processes

Maintain accurate and up-to-date donor records, including conducting research, updating contacts, and de-duplicating records as necessary in LGL

Organize and maintain grant-related documentation, including award letters and supporting materials, in shared drives

Provide support in creating and sending donor thank-you letters and related stewardship correspondence

Office Administration

Serve as a central administrative point of contact by responding to general inquiries and routing communications appropriately

Maintain an organized, safe, and well-functioning office environment, including supply management and general workspace coordination.Provide general administrative support to the Executive Director and staff as needed

May be asked to coordinate and supervise 1–2 administrative volunteers, including task assignment, scheduling, and tracking hours in POINT. Provide administrative support to the Executive Director, Board of Directors, and staff, including scheduling, meeting logistics, document preparation, and correspondence

Coordinate administrative volunteer tasks as assigned, including scheduling, task support, and tracking volunteer hours in POINT

Continuous Improvement & Other Duties

Identify opportunities to improve administrative workflows, data accuracy, and internal systems efficiency

Perform other related duties and assignments as necessary

Skills/Abilities:

Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines, and recurring processes in a dynamic, mission-driven environment

Close attention to detail and accuracy, particularly with HR, financial records, donor data, and confidential information

Ability to work collaboratively across teams, including leadership, staff, volunteers, board members, and external partners

Clear and professional written and verbal communication skills

Strong systems aptitude and comfort working with databases, spreadsheets, and administrative platforms, with the ability to learn new tools quickly (e.g., donor databases, HRIS, QuickBooks, shared drives)

Ability to handle sensitive information with discretion, professionalism, and integrity

Strong problem-solving skills with the ability to identify inefficiencies, troubleshoot administrative issues, and recommend practical process improvements

Ability to work independently, exercise initiative, and follow through on responsibilities with minimal supervision

Experience coordinating schedules, meetings, and logistics, including virtual meeting platforms and shared calendars

Ability to support and supervise volunteers, including task coordination and tracking participation

Ability to maintain accurate records and ensure data integrity across multiple systems and workflows

Flexibility and adaptability to shifting priorities, changing deadlines, and evolving organizational needs

Commitment to the organization’s mission and values, with a service-oriented, collaborative, and solutions-focused mindset

Basic understanding of nonprofit operations, including finance, development, governance, and human resources functions, preferred.

Required and/or preferred Education and Experience:

High school or equivalent education required

Minimum of two years of experience as an office administrator, bookkeeper, office assistant, human resources generalist, or other relevant role 

Proficiency with Google Suite or Microsoft Office, especially spreadsheets.

Experience with a donor or CRM database, ex., Little Green Light is preferred

Experience with a Human Resources Information System, ex., BambooHR, is preferred

Physical Requirements and Work Environment: 

Ability to lift 20 lbs.

May sit for prolonged periods of time

General Expectations of all Staff

Understand and support the mission of Willing Hands as expressed by the Board

Greet the public through all channels of communication with courtesy and respect

Coordinate and integrate efforts with staff working on other Willing Hands programs

Work in a safe manner and report any safety hazards to the Executive Director

Maintain workstation and office in a clean manner

Practice good work habits of flexibility, efficiency, punctuality, dependability, and confidentiality

Strive to grow existing skills and learn new ones

Employ good communication skills by sharing information, listening to others, and giving positive input

Work as a team member by helping others and making suggestions for improvements

Benefits and Work Environment

Paid time off and holidays 

This position is based in our Norwich office

Mileage reimbursement for all approved work travel with a personal vehicle. 

Opportunity to set professional development goals with supervisor

Regular meetings of Willing Hands staff

Healthcare and dental/vision

403(b) retirement match

We care deeply about building and sustaining an inclusive and equitable work environment

Willing Hands is an Equal Opportunity Employer and does not discriminate on the basis of age, gender or gender identity, race, religion, national origin, veteran status, sexual orientation, or disability with respect to employment, volunteer participation, and the provision of services.