Business Office Manager

Wabanaki Public Health & Wellness (WPHW) is growing, and we are excited to be adding new people to our team!  If you value inclusivity, balance, and cultural centeredness and have a true passion for serving others, you may be a great fit for our team!  WPHW is a non-profit organization that serves four federally recognized tribes located in five communities:  the Houlton Band of Maliseet Indians, the Aroostook Band of Mi'kmaq, the Passamaquoddy Tribe at Indian Township, the Passamaquoddy Tribe at Pleasant Point, and the Penobscot Nation.  Wabanaki traditions, language, and culture guide our approach and describe the ways we live in harmony with each other and the land we collectively share.  Services are available to community members living on and off-reservation across the State of Maine.

Position Summary:

The Business Office Manager is a professional responsible for overseeing the operations and management of non-accounting duties for the Finance Team. This individual is responsible in assisting that the center is running efficiently and effectively. Will ensure that necessary resources are in place to support the center's mission and goals. The Business Office Manager will be responsible for assisting in all aspects of the center's operations, including budgeting, staffing, and program development. 

Duties and Responsibilities:

Operational Leadership and Oversight 

• Serves as a principal staff and primary assistant to the Senior Director, providing leadership, oversight, information, guidance and recommendations on readiness and day-to-day matters of the staff.  
  • Assist in training for center staff as needed 
  • Convenes Center team meetings 
  • Maintain accurate and up-to-date records of center operations and activities 
  • Provide excellent customer service to all center clients and visitors 
  • Ensure compliance with institutional, grant, and federal regulations. 
• Provides advice on internal policies and procedures affecting general administration functions in the areas of human resources, time and attendance, facilities management, property management and budget management.  
  • Assists the Senior Director and/or Division Managers to develop, modify, and implement policies, processes, plans, and procedures; initiates corrective action if services are not in compliance with established standards.  
  • Support organizational business process redesign efforts, in collaboration with other Center Administrators. 
• Works with the Senior Director and/or Division Managers to promote continuous improvement in the delivery of programs and services, by coordinating the development and maintenance of program standards, implementing appropriate corrective actions to resolve discrepancies, and ensuring adherence to contracts, regulations, and license requirements.  
• Serves as the first point of contact for resolving complex operational problems for management.  
  • Assists in special investigations and participates on committees considering and developing recommendations for the solution of problems having Center-wide impact.  
• Manage HR functions within the center, tasks may include, but not limited to: 
  • Support onboarding new center staff,  
  • Ensure Senior Director and Division Managers complete performance management review, complete individual work plans, and have accurate time sheet coding.   
  • Develop and implement strategies for staff retention and professional growth. 
  • Address personnel matters and ensure a supportive work environment.  
  • Liaise with HR, as situation indicates.  
• Assists in the coordination and development of communication materials for use by managers and executives in planning and evaluating program activities, services, and results.  

Grant, Finacial, and Budget Mangement

• Assists the Division Manager with drafting, revising and maintaining budget compliance with programmatic and funding requirements.  Reports any budgetary needs, concerns or challenges to the Senior Director. 
  • Provides Center direct support to Division Managers in managing budgets and spending plans.
• Collaborates with Division Managers in monitoring timely of reports to funders. 
  • Will provide a monthly report of all grant reports due in the 30-day period and status of each report.
• Manage center finances, including review and approval of invoices and development of center contracts 
  • Oversees the Centers purchasing and coordinates various office procurement activities for maintenance contracts; rental and/or purchase of equipment and furniture; and small purchases such as the procurement of subscriptions, supplies, and books. 
  • Ensures Divisions have adequate monitoring process and management of inventories for supplies and as needed, makes purchases when necessary to keep facility functioning without interruption. 
  • Serves as an authorizing official for Precoro

Center-Specific Needs: 

• Will oversee the management in collaboration with the Director of Business Innovation and Support with all Insurances needed for WPHW. 
• Ensure oversight of all WPHW contracts and assist program with the completion of the contract including all documentation required.  

Other Duties: 

• Assist with strategic planning and organizational growth initiatives.
• Perform other duties as assigned. 

Education and Experience Required:

• University degree in Business Administration, Public Administration, or a related field, plus three (3) years of relevant leadership experience required; a Master’s degree and at least two (2) years of experience preferred. 
• Proficiency with Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook. 
• Proven experience in administration or management roles.
• Experience with budgeting and financial oversight 
• Familiarity with regulatory and compliance requirements 
• Ability to handle high-stress situations calmly 
• Experience in a similar setting or industry  

Skills and Qualifications Required:

• Strong leadership and organizational skills
• Excellent communication and interpersonal abilities 
• Proficiency in management software and tools 
• Strong organizational and time management skills 
• Ability to multitask and prioritize effectively 
• Knowledge of basic financial management and budgeting principles 
• Proficiency with Microsoft Office and other relevant software programs 
• Ability to work effectively in a fast-paced environment, both independently and part of a team 
• Willingness to travel; a good driving record and access to reliable transportation are required 
• Must pass criminal background check.

Wabanaki Public Health & Wellness is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.