WCCC Center Administrator

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 and Description 

The Center Administrator is a professional responsible for overseeing the operations and management of WCCC. This individual is responsible for ensuring that the center is running efficiently and effectively, and that all the necessary resources are in place to support the center's mission and goals. The Center Administrator will be responsible for overseeing 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. 

• Train and supervise center staff as needed.
• Convenes Center team meetings.
• Assists Director with space allocations for assigned areas and activities; analyzes and approves proposed space remodeling; coordinates implementation of space changes or move. 
• 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 for WCCC; initiates corrective action if services are not in compliance with established standards. 
• Support organizational business process redesign efforts, in collaboration with other Center Administrators and Operations and Finance.  

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 are not limited to: Support onboarding new center staff, ensure Senior Director and Division Managers complete performance management reviews, 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, Financial, and Budget Management 

Assists the Senior Director and 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 Public Health Analyst and Division Managers in monitoring timely of reports to funders.

• Coordinates the creation, analysis, and preparation of various documentation / reports with Division Directors, Project Directors, and Public Health Analyst for Senior Director to approve.

Assists the Senior Director and Division Manager with drafting and revising grant applications.

• Support creation of a Development Plan for WCCC.
• Work in collaboration with the Grant Writing Team on grant applications.
• Support Division Managers on work plan development and project timelines.

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 

WYCC Administration (Bangor Site) 

• Support construction process by serving as WCCC key contact for project plan implementation, grant oversight, and other site needs.
• Creates and maintains database and/or files for accessions, deaccessions, and loans registration system.
  

WCC Administration (Millinocket Site)

• Support development of programming within the Millinocket campus.
• Support Division Managers on program development activities.

Community Learning and Events Administration

• Acts as a liaison between Division Managers and Senior Director on scheduling upcoming events and to ensure scheduling aligns.
• Provides support to Division Management on the development of the Community Learning program.
• Support Aunties on Air.
  

Community Response Administration

• Acts as a liaison between Division Managers and Senior Director during CISM activations for coordination of needs. 

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. 
• Proven experience in administration or management roles. 
• Experience with budgeting and financial oversight.
• Experience in a similar setting or industry.

Skills and Qualifications

• Strong leadership, time management and organizational skills.
• Knowledge of basic financial management and budgeting principles. 
• Proficiency in management software and tools, including Microsoft Suite
• Excellent communication and interpersonal abilities. 
• Ability to handle high-stress situations calmly. 
• Ability to work effectively in a fast-paced environment. 
• Familiarity with regulatory and compliance requirements.
• Ability to work effectively in both independent and team environments.
• Willingness to travel; a good driving record and access to reliable transportation are required. 
• All candidates must pass a 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.