The Midwest Biodiversity Institute is a non-profit scientific environmental research and education organization located in Hilliard, Ohio. Our mission is to protect and restore the quality and biological integrity of our waters. We accomplish this mission through science-based research, policy development, professional training and community education.

We are seeking a full-time (32-40 hours/week) Administrative Director to oversee the administrative and operational functions of MBI. This includes managing the administrative team to develop and determine policies to support MBI's goals and success. The AD is part of the leadership team and plays a vital role in the strategic direction of MBI alongside the Executive Director and Research Director.

This is an ideal role for the leader who is seeking to make a positive impact on the environment.

Key Responsibilities:

Administrative Leadership & Internal Operations  

• Supervises administrative staff.
• Oversees daily office operations and workflows, streamlining internal systems to improve efficiency and support staff needs.
• Develops and implements administrative policies and procedures, ensuring alignment with legal, financial, and organizational requirements.
• Coordinates monthly and quarterly operations reviews and forecast updates in partnership with staff and leadership.
• Oversees procurement and supply management, including approval of significant purchases in coordination with the Executive Director, Projects Coordinator, and Administrative Coordinator.
• Regularly evaluates and improves the administrative structure and reports recommendations to the Executive Director and Board.
• Ensures strong internal communication across departments to align operational goals and responsibilities.

Finance and Operational Oversight/Project Administration

• Serves as administrative contact for all contracts and projects.
• Reviews projects regularly and prepares invoices based on contracts and project expenditures.
• Maintains regular client communications regarding invoices and other aspects of projects as needed.
• Reviews project budgets prior to submission and ensures current budgeting rates are maintained and shared with relevant staff.
• Prepares biweekly cash flow summaries and financial updates for the Leadership Team.
• Ensures accurate payment processing and coding of expenditures in QuickBooks.
• Monitors and manages bank accounts daily.
• Coordinates with bank representatives to address account and service needs.

Human Resources

• Works closely with Account/Payroll Specialist on all HR-related issues
• Provides onboarding support to all new hires.
• Reviews and coordinates job postings and works with Executive Director to ensure competitive pay rates.
• Works with other members of the team to ensure accurate time reporting.

Qualifications

We’re looking for someone who brings a strong operational mindset, a collaborative spirit, and a passion for protecting our environment.

Required:

• Proven ability to manage staff and lead administrative functions in an office or nonprofit setting.
• Proficiency with QuickBooks (or similar accounting software).
• Strong organizational, communication, and problem-solving skills.
• Comfort working both independently and as part of a small, mission-driven team.

Preferred:

• Experience with nonprofit organizations, including HR and finance administration.
• Familiarity with modern administrative tools, platforms, and cloud-based technologies.
• Demonstrated interest in or commitment to environmental protection, biodiversity, or water quality.