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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.
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 
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.  

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  
        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 
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  
        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 
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 
        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 

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