Database & Administrative Coordinator

Job Description

Coastal Maine Botanical Gardens is hiring a Database & Administrative Coordinator!

Are you a savvy project manager who loves data collection and management, is excited about inspiring meaningful connections among people and nature in one of the most beautiful settings in Maine, and committed to supporting the Gardens’ Inclusion, Diversity, Equity, and Accessibility goals?

The Database & Administrative Coordinator provides project management and database administration support to the Marketing Department, as well as all database system end users across the organization. This role is responsible for customer service and support within a team, as well as solo data management.

This is a Temporary (through March 2027), Full-time (40 hours per week) role. Some weekends and evenings are required from mid-November through January 2.

$22.00 – 24.00 hourly, non-exempt

Seasonal employees receive personal and sick paid time off, paid holidays, discounts in our culinary and Gardenshop programs, and a Gardens membership.

About Us

The mission of Coastal Maine Botanical Gardens is to inspire meaningful connections between people and nature and promote plant conservation through horticulture, education, and plant science. We are committed to creating an inclusive, diverse, equitable, and accessible environment where every member of our community is valued, respected, and appreciated. Just as our landscapes and gardens are more resilient and beautiful through their diversity, we embrace cultural and individual differences. We invite applications from candidates who share this vision.

Duties & Responsibilities

Primary Functions:

Database & Systems Management:

Platform Administration: Support org-wide maintenance of our Customer Relationship Management/Point of Sale (CRM/POS) system, Spektrix.
Building/unlocking accounts.
Building and adjusting events.
Assisting in report builds internally and with our partners at Spektrix.
Project managing system issues, elevating to Spektrix customer service when needed.

Data Upload: Keep our Power BI dashboards up to date with daily uploads, ensuring teams can track revenue, attendance, and sales trends.

Data Hygiene: Perform regular data clean-up, duplicate merging, and quality control to ensure accurate reporting.

Marketing Administrative Support:

Project Management: Serve as administrator for our project management tool, Airtable, ensuring project statuses are updated, and final content and invoices are uploaded.

Event Support: Collaborating across all departments, providing administrative support for events, including name tags, menus, signage printing, and coordinating pre- and post-event emails.

Survey Monitoring: Review survey responses, code them, and escalate issues to the appropriate department.

Education and Experience

Qualifications:

1–3 years in administrative, nonprofit, or event support roles preferred.
Experience with a POS/CRM system. Spektrix is preferred.
Comfort aggregating data in Microsoft Excel. Power BI skills are a plus.
Strong technical troubleshooting skills with a patient, community-focused approach to solutions.
Excellent written and verbal communication, with attention to detail.
High organizational skills and an interest in supporting a mission-driven, non-profit environment.

Physical Requirements: This is a sedentary job that requires repetitive computer use. The work requires standard visual acuity.

Application Instructions

Apply at Coastal Maine Botanical Gardens’ website: https://www.mainegardens.org/employment/