Administrative Coordinator

Administrative Coordinator


HART of Maine | Cumberland, Maine 04021
Part-time: 15–20 hours per week | $23–$25 per hour, depending on experience
On-site | Full-time combined position may be available


Use your administrative skills to support the daily work of a local cat shelter.


An accurately recorded donation, an organized adoption file, a timely response to a visitor—these details help HART’s staff and volunteers focus on caring for cats.


HART of Maine is seeking a part-time Administrative Coordinator who enjoys organizing information, helping people, and following work through to completion. You’ll support office operations, financial processing, and shelter records while providing a helpful point of contact for adopters, donors, foster caregivers, and visitors.


Our nonprofit cat shelter and adoption center has served the community since 1997. This role offers the opportunity to put your office experience to work in a setting where you can see the purpose behind the paperwork.


What you’ll do

• Coordinate phones, email, mail, appointments, correspondence, and routine office needs.
• Welcome visitors and help people with information, paperwork, and next steps.
• Record donations, prepare acknowledgments, and organize supporting financial documents.
• Prepare invoices and payment requests for authorized review and approval.
• Maintain accurate donor, adoption, intake, and operational records.
• Provide administrative support for medical records under the Medical Manager’s direction.
• Coordinate office supplies and equipment service needs.
• Assist with fundraising activities, shelter events, and other assigned administrative projects.

You’ll report to a designated Board supervisor and work with the Treasurer, Medical Manager, volunteers, and other shelter representatives. Financial approvals and medical decisions remain with authorized personnel.


What you’ll bring

• Experience in administrative support, office operations, financial processing, or related work.
• Attention to detail and the ability to organize competing priorities.
• A welcoming, professional approach to working with the public.
• Good judgment and discretion with confidential records.
• Working proficiency with email, word processing, spreadsheets, and PDF documents, plus a willingness to learn new systems.
• A high school diploma or equivalent, or a comparable combination of education, training, and experience.
• An interest in animal welfare and working in an active cat-shelter environment.

Bookkeeping, donation processing, or nonprofit experience is helpful. Familiarity with Bloomerang, BILL.com, Animal Shelter Manager, or comparable software is a plus. Previous shelter experience is welcome but not required.


Schedule and full-time opportunity


This position offers 15–20 hours per week, with scheduling flexibility by agreement around office coverage and shelter needs. Occasional evening or weekend meetings or events may be scheduled.


A full-time position combining administrative responsibilities and volunteer coordination may be available for the right person. Candidates who also enjoy recruitment, orientation, scheduling, and supporting volunteers are encouraged to express interest. The combined role is anticipated to be 37.5–40 hours per week, with compensation and benefits discussed separately. Candidates interested may indicate this on their application.


How to apply


Apply with your résumé and a brief cover letter describing your relevant experience and interest in HART. Please indicate whether you prefer part-time work or would also like to be considered for the combined full-time position. 

HART provides equal employment opportunity and reasonable accommodations during the application process and employment. Please let us know if you need an accommodation to participate.