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WED - FRI: 11AM-5PM SAT: 12PM-4PM
Chicago Artists Coalition helps people connect with opportunities including calls for artists, jobs, grants, and art advising

Job

partTime
Part-time ,
submitted by
J M

Office Manager

Office Manager

Part-time; Hourly

20-25 hours per week, plus some evening and special events as necessary

Salary commensurate with experience, $18-21/hr

Flexible schedule, including hybrid work possibilities

SUMMARY

On the occasion of its 25th anniversary year, the Elmhurst Art Museum seeks an Office Manager to manage the day-to-day operations of the museum offices, including general correspondence, human resource filing, payroll distribution, insurance coverage, purchasing, facility estimates and payments, and other aspects of museum administration. Working closely with the Executive Director, he/she provides strong organizational grounding and accurate reporting for the organization.

As a central part of the team, the Office Manager will be part of finalizing the 5-year strategic plan (scheduled to be finalized this fall) along with the full staff, board team, volunteer professionals, and community feedback. The Office Manager will be integral to realize this long-term organizational vision by coordinating between departments, communicating with the board, supporting fellow staff members, working with external vendors, and other related administrative tasks.

DUTIES

A. Administration

a. Correspondence

i. General correspondence and administrative assistance for the Executive Director

ii. Maintain meeting schedule for Board and Committee meetings

b. Human Resources

i. Bi-weekly payroll and taxes

ii. Benefit coordination and tracking (PTO, holidays)

iii. Maintain confidential personnel files for all employees

iv. Serves as a central point of HR contact for museum staff including incoming paperwork, perform background checks, and issue security badges

c. Vendors

i. Works with the Executive Director to schedule/coordinate service calls for maintenance and repairs, as well as collecting work estimates

ii. With the Executive Director, manages contracts, vendor payments, and scheduling of contractors

iii. Purchasing for the museum (office and other supplies as needed) and track all expenditures

iv. Assist in other museum operations as needed

B. Record Keeping

a. Review and maintain records of all business transactions and contracts including insurance, venue rentals, computer/web hardware and software, education center classes, camps, facilities and independent contractors

b. Maintain EAM’s weekly bank deposits

c. Maintain forms and correspondence with external bookkeepers

d. Complete W-9s and 990s for contractors working at the museum

e. Assure compliance with all non-profit state and federal regulatory requirements including internal paperwork for yearly financial audit

COMPENSATION

Salary range of $18 – $21/hour

Flexible schedule, including hybrid work possibilities

PROFESSIONAL REQUIREMENTS

• Three to five years administrative experience. Preference within the nonprofit sector.

• Must be an experienced user of Microsoft Office and Google Suite

• Excellent planning and administrative management skills

• Interpersonal skills necessary for working in a supportive, mission-driven organization focused on improving quality and productivity, reducing costs and developing people and systems to enhance the organization

• Bachelor’s degree.

• Skill and willingness to take initiatives to proactively anticipate organizational needs including the ability to meet external and internal deadlines

• Interest in visual art/museums helpful in understanding EAM’s culture and vision

• Ability to provide creative solutions and utilize diplomatic skills with minimal supervision

• Ability to work a flexible schedule that may include occasional evening and weekend assignments

HOW TO APPLY

To apply send cover letter and resume to employment [at] elmhurstartmuseum.org

We recognize that it is highly unlikely that someone meets 100% of the qualifications for any role. If most of this job description describes you, then please apply.

The Elmhurst Art Museum is an equal opportunity employer. The Elmhurst Art Museum is an arts complex with three distinct areas of focus. A balance of art, education, and architecture programming is central to our efforts of inspiring and enriching our community. We strive to hold public art events, as well as educational hands-on activities, related to rotating contemporary art exhibitions and the celebration of the McCormick house, a rare single-family home designed by Mies van der Rohe. The Elmhurst Art Museum is located in Elmhurst (IL), 25 minutes from downtown Chicago by public transportation (Metra)

Job Type: Permanent
Location: Elmhurst