POSITION TITLE

Office Manager

POSITION REPORTS TO

Chief Executive Officer Works closely with the CFO on finance matters

Location:

PSI Offices:

1700

E Fort Lowell, Tucson, AZ Employee Type:

Full-Time Hours Per Week:

40

FLSA:

Exempt Relocation Covered:

No Desired Start Date:

November 2026

Annual Salary:

$58,000 - $68,000, depending upon experience

Benefits:

medical, dental, and vision insurance; life insurance, disability; retirement plan with a 14% employer contribution; and paid time off, including vacation, federal holidays, and sick leave. PSI will not sponsor applicants for work visas for this position.

Contact Information:

PSI Human Resources, Email:

hr@psi.edu

About PSI:

The Planetary Science Institute (PSI), founded in 1972 and headquartered in Tucson, AZ, is a private, nonprofit 501(c)(3) corporation dedicated to Solar System exploration. The reach of science conducted by PSI today covers all traditional areas of planetary science and the search for life in the universe. We are carving inroads into new areas of study enabled by the discovery of thousands of new worlds around other stars in our galaxy, and by the increasingly granular information being returned in the exploration of worlds in our own Solar System, including Earth. We are welcoming the new opportunities afforded by collaborations with commercial partners. We are committed to sharing the resultant knowledge with the public at large to promote science education and science literacy. PSI scientists and educators engage the public in the process of science and are ambassadors to communities where science is often viewed skeptically. Our staff has grown dramatically in the last two decades and now includes 134 PhDs and 186 employees in 35 states, the District of Columbia, and numerous international locations. By the breadth and quality of its science staff, PSI is one of the pre-eminent planetary research institutes in the world. We enthusiastically embrace the future as we pursue more knowledge and opportunities.

Summary:

The Planetary Science Institute (PSI) seeks an experienced and highly organized Office Manager to oversee office and facilities operations. This position is responsible for managing PSI's office facilities, security, general office administration, purchasing, event coordination, and travel. The ideal candidate is proactive, resourceful, dedicated, detail-oriented, environmentally conscious, and able to manage multiple priorities with sound judgment and discretion. Key Responsibilities Office & Facilities Oversee daily office and building operations, including maintenance, custodial services, and repairs. Coordinate and manage facility repair services (e.g., HVAC, electrical, and plumbing); perform minor maintenance as appropriate. Maintain positive working relationships with vendors and contractors. Oversee office space utilization, including staff office moves, furniture need, and facility improvement projects. Work with the property owners' association of the office complex on common area matters (e.g., landscaping, parking, lighting, security, and building issues). Coordinate office decorating, furniture changes, and other workplace improvements. Maintain a safe, clean, functional, and professional office environment. Serve as a primary contact for the security/alarm vendor and respond to alarm issues or security threats, including issues that may arise outside of normal business hours. Oversee and administer office security and alarm systems, including managing user access, monitoring system functionality, coordinating troubleshooting and repairs, and ensuring timely resolution of security-related issues. Purchasing & Travel Manage office supply inventory and purchasing including maintaining appropriate stock levels. Facilitate purchases for science and administrative staff, collaborating with the Finance / Sponsored Projects staff to ensure applicable compliance, budget, and authorization requirements are met. Assist with travel arrangements for science and administrative staff, as well as members of the Board of Trustees, attending conferences and meetings. Office Administration & Reception Maintain a professional and welcoming reception and front desk area. Greet visitors, answer and route calls, respond to general public inquiries, and direct employees and visitors to appropriate staff. Process incoming and outgoing mail and packages. Maintain and coordinate distribution and return of meteorite kits for science staff. Prepare and distribute communications regarding office operations, facilities, and other administrative matters, as appropriate. Events Assist and coordinate Institute meetings, receptions, and events, including major events such as the annual retreat. Support event logistics, including coordinating with vendors, arranging catering and supplies, and assisting with travel and attendance, and helping with setup and cleanup. Coordinate facility changes to accommodate special events as needed. Process vendor payments and invoices related to events and coordinate post-event follow-up. Management may assign or reassign duties and responsibilities to this position at any time. Required Knowledge, Skills & Abilities Demonstrated knowledge and hands-on experience in office administration, facilities management, purchasing, and event coordination. Strong organizational, time-management, problem-solving, and multitasking skills. Excellent verbal, written, interpersonal, and customer service skills. Proficiency with Microsoft Office and the ability to learn new systems and technologies. Strong attention to detail, sound judgment, initiative, and discretion. Ability to manage multiple priorities, work independently, and interact effectively with employees, management, vendors, contractors, and the public. Ability to respond calmly and effectively to unexpected facilities, security, or event-related issues. Minimum Qualifications Three (3) to five (5) years of progressively responsible experience in office administration, office management, facilities, or a related field; or an equivalent combination of education and/or experience. Essential Physical, Mental & Environmental Conditions Ability to work at a computer for extended periods and occasionally stand, walk, bend, stoop, and lift or move objects weighing up to 25 pounds. Must be able to manage multiple priorities, meet deadlines, solve problems, communicate effectively, and work with frequent interruptions. Work is primarily performed in a professional office environment, with occasional work related to facilities, events, building operations, and office moves.

To apply for the position:

If you are interested in applying for this position and can demonstrate that you meet the requirements and qualifications for the opening, please submit the following documents to hr@psi.

edu:

A cover letter that addresses your interest and qualifications for this position. Resume. Completed Application and Voluntary Self-Identification form (can be found at www.psi.edu or by sending a request to hr@psi.edu). Planetary Science Institute Human Resources 1700 E. Ft. Lowell Rd., Suite 106 Tucson, AZ 85719

Email:

hr@psi.edu PSI is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Pay:

$58,000.00 - $68,000.00 per year

Benefits:

Dental insurance Flexible spending account Health insurance Paid time off Retirement plan Vision insurance

Work Location:

In person