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Office Manager position at Project Exploration
Not a paleo job, but a chance to work with people who are in that field.
Mary
____________
Project Exploration
Job Description
Title: Office Manager
Reports to: Deputy Director of Operations
Project Exploration is a nonprofit science education organization that makes
science accessible to the publicâespecially minority youth and girlsâ
through personalized experiences with science and scientists. Project
Exploration
meets its mission through youth development programs, services for schools
and teachers, and public programs such as exhibits and online initiatives.
Position Summary: Project Exploration seeks an experienced administrator to
serve as the office manager, receptionist, HR assistant, and bookkeeper for
this $1.75 million organization with a staff of 17.
Responsibilities:
Office Management and Reception (50% of the position)
 Answer and route telephone calls/voicemail messages, distribute
incoming/outgoing faxes, maintain in/out board
 Stock and maintain master printer, copiers, fax, mail meter, Fed
Ex/UPS, and office and pantry supplies
 Gather competitive bids from potential vendors and conduct analysis
of spending patterns
 Collect and direct incoming and outgoing mail and parcels; route
periodicals
 Receive and welcome or direct guests
 Create/maintain administrative records, charts, the supply of
general promotional packets, rosters, files, agency-wide master calendar
 Prepare agendas and materials, arrange food & beverage, technical
needs, and logistical items for agency-wide meetings/presentations
 Update procedures manuals as necessary so that they contain the
most up-to-date organizational information
 Correspond with the building manager and/or engineer for special
requests, including facilities reservations, maintenance improvements, work
orders, wall installations; notify staff of any building memorandums
pertaining
to the organization
 Respond to public correspondence/requests
 Provide staff support for special events, if needed
 Assist with bulk mailings as needed
 Perform other administrative duties as assigned
Human Resources Support (40% of the position)
 Provide administrative assistance to the deputy director of
operations
 Maintain human resource, personnel, and leave charts and reports,
conducting analysis and research when necessary
 Plan and coordinate staff and intern orientations, staff meetings
and retreats, and staff professional development opportunities
 Ensure that proper human resource-related contracts, forms, and
paperwork are gathered and filed
 Ensure that job descriptions are up-to-date, revising when
necessary. Lead staff and intern employment searches, post openings, screen
resumes,
field calls, schedule appointments
 Ensure that performance and exit evaluations are conducted of staff
and interns by the appropriate supervisors and paperwork is completed.
Revise forms and research possible new evaluation tools
 Keep abreast of HR trends in the nonprofit sector, bring issues to
the attention of the deputy director of operations
Bookkeeping (10%)
 Record and process accounts payable and receivables into general
ledger using QuickBooks
 Prepare checks for signing and mailing
 Assist with monthly reconciliations, reconcile petty cash
 Maintain financial files
 Prepare invoices, expenses reimbursements, manage past-due accounts
receivable
 Prepare project financial reports using Excel or QuickBooks
 Assist accountant with other special projects or administrative work
Qualifications Needed:
 Five years office administration experience
 Two years in an office managerial position, some HR experience
 Previous bookkeeping and QuickBooks experience
(Candidates without the above mandatory minimum experience will not be
considered.)
Additionally, candidates must have:
 The ability to plan, prioritize, and coordinate divergent areas of
work and juggle several tasks simultaneously
 Excellent interpersonal skills, tact, diplomacy, and the ability to
keep information confidential
 Experience or interest in human resources and the nonprofit sector
 Strong software skills including Microsoft Office, Word, Excel,
PowerPoint, and QuickBooks
 The ability and desire to support a team environment as well as
work independently when necessary
 Strong desire to work in a growing institution serving urban youth
 Access to a car
Salary: Commensurate with experience. Excellent benefits and professional
growth opportunities.
Position begins: November 1, 2006
Email cover letter and resume to (application must include references and
salary history and requirements): jobs@projectexploration.org
Or mail to:
Krissy Hof
Project Exploration
950 East 61st Street
Chicago, IL 60637
773-834-7625 fax