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Office Manager

Objective:

Assist in achieving the objectives of the Pittsburgh Conference through efficient, effective management of office operations, and participation in Conference operational functions as directed by the President.

Nature and Scope:

The Pittsburgh Conference (Pittcon) is one of the largest conference and exhibitions dedicated to chemical measurement and laboratory science. The principal responsibility of the Office Manager is the direction of the operation of the Pittsburgh Conference Office, including supervision of the paid staff. 

This position reports to the President of the Pittsburgh Conference, who serves a one year term. At all times, a President, Vice-President and President-Elect Designate are in place, so that the succession of reporting responsibility is known. The organization has an eight member Board of Directors. The position also interacts broadly with a volunteer committee of approximately 100 members. 

Principle Duties:

  • Manage all office operations and Attend Board of Directors' meetings to report on office activities.
     
  • Supervise approximately 10 full and /or part time staff assigning work for efficient and balanced utilization of office resources, including the computer services department.
     
  • Track and verify payroll and benefit records for submission to a contracted payroll service.
     
  • Participate in preparing annual performance reviews, with input from pertinent volunteer committee members and review evaluations with the staff. 
     
  • Lead selection of new staff members and may suggest personnel policies to Conference management.
     
  • Field requests from members of the volunteer committee and assure that they receive assistance or information as appropriate.
     
  • Participate directly in Conference operations which may include coordination of activities related to the exposition, housing arrangements, the technical program, and registration coordination.  
     
  • Spend up to 14 days on site during Conference set-up and operation each year. (A minimum of 7 to 10 days on site will generally be necessary.)  Travel may also include planning trips to the event site as requested throughout the year, and likewise attend local planning meetings as necessary. Attendance at meetings outside of normal business hours and at locations other than the Conference office is also required. 
     
  • Serve as a point of financial control for incoming payments and bank statements - recording and reviewing statements before they are passed along to the Accountant.
     
  • Prepare the annual budget for office operations, oversee the petty cash account and may submit warrants for payment of office operating expenses.
     
  • Formulate procedures for protection, retrieval, transfer and disposal of records.
     
  • Serve as a point of continuity in contacts with other organizations and with some customers, primarily exhibitors. Since all operational Conference functions have a new leader each year, this continuity is a key component of organizational success.

Qualifications

  • Bachelor’s Degree 
  • 5 to 10  years experience in management and supervision required
  • Familiarity with meeting planning required
  • Experience with accounting, finance or budget preparation required
  • Strong interpersonal skills
  • Proficiency with common computer programs including Microsoft Office
  • Ability to appropriately work with confidential information

Physical Requirements:

  •  Travel approximately 10% to conference sites and meetings beyond the conference office.
  • Perform light work - exerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
  • See, hear, talk and perform tasks requiring manual dexterity; kneeling, standing, walking, crouching, stooping, reaching and other similar tasks requiring physical activity.
  • Operate a computer, copier, fax and telephone and other office equipment.
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