Administrative Associate - 22643BR

Administrative Associate

Department: 
History
Location/Division: 
University of Kansas Lawrence Campus
Work Location Assignment: 
Hybrid
Reg/Temp: 
Regular
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Office and Events Coordinator (OEC) for the Western History Association (WHA) is a full-time Administrative Associate staff member who works with the WHA Executive Director on the affairs of a national 501(c)(3) nonprofit organization. The WHA “strives to be a congenial home for the study and teaching of all aspects of North American Wests” and “cultivate the broadest appreciation of this diverse history.” The organization accomplishes its missions through a journal publication (hosted at the University of Oklahoma), institutional collaborations, student support, social media platforms, K-12 outreach, and an annual conference. The WHA program is inclusive of marginalized and diverse voices that span race, gender, sexuality, rank, religion, and position, and they shape the interpretation of western history. The staff and leadership also aim to broaden the practice and training of history professionals.

The WHA, which was founded in 1961, has been hosted by various academic institutions and moved to the University of Kansas in 2020. It is housed in the KU History Department in Wescoe Hall and benefits from the history department’s collegial community of staff, faculty, and students. The WHA Executive Staff consists of an Executive Director, Office and Events Coordinator, Outreach and Program Associate, and Graduate Assistant. Work schedules include both in-office and remote work hours, while maintaining an active presence in the WHA’s office in Wescoe Hall.

All staff members are expected to exhibit professionalism and a positive image of the organization, as they represent the WHA, the Executive Director, and the WHA’s institutional host (KU History Department). For more information about the WHA please visit the organization’s website: www.westernhistory.org

Job Description

50% Office Administration
The Office Events Coordinator (OEC) is responsible for managing the daily activities of the WHA office, including:
  • Responsible for administrative and financial record-keeping (QuickBooks Online, tax filing, bank deposits).
  • Maintaining effective communication (email, phone, mail) with WHA committees, governance, members, donors, sponsors, conference participants, vendors, and affiliates.
  • Staff coordination and graduate student supervision.
  • Mastership of the membership database (Personify/Wild Apricot platform).
  • Conference program layout, design, and editing, and contributing support for newsletter layout, design, and editing.
  • Responsible for website administration; and marketing and social media management.
Some of these duties (website and membership database administration, social media management, content editing, staff supervision, and communication) are shared among all staff members as needed.

50% Event Planning and Coordination
The most important role of the OEC is event planning and local arrangements supervision for the WHA annual conference which takes place in a different western city each year and attracts around 1,000 attendees.
  • Duties include overseeing registration, purchasing supplies, packing and unpacking large containers of conference materials.
  • Coordinating graduate student staff (15-20)
  • Working with hotel and convention center staff, exhibits managers, and other vendors from the transportation, photography, and audio visual for successful event execution.
  • Arranging staff travel and transport
Many of these duties (registration, conference supplies, coordinating with onsite vendors and staff) are shared among all staff members as needed.

Position Requirements

  1. While this position will maintain a hybrid work schedule, a successful candidate will reside in the Lawrence, Kansas area.
  2. The position will require travel at least twice per year for the annual conference (fall, one week) and the annual Council meeting (spring, four days) in various locations across the United States. (Travel obligations are pending during the current public health crisis.)

Required Qualifications

  1. High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
  2. At least 6 months previous work experience that required strong oral communication and the ability to work both independently and as part of a team as demonstrated by application materials.
  3. At least 6 months previous work experience that required a high degree of computer literacy, including proficiency with Microsoft Office applications (Word, Excel, Power Point, Publisher), and some website administration and design experience (in Adobe Creative Cloud design products, Canva, or comparable programs) as demonstrated by application materials.

Preferred Qualifications

  1. Bachelor’s degree with a minimum of three years of responsible experience.
  2. Previous work experience that required experience with QuickBooks or financial administration.
  3. Familiarity with or motivation to learn social media skills (using a platform scheduler in addition to Twitter, Instagram, and Facebook), Canva, and Google’s GSuite for nonprofits.

Additional Candidate Instructions

Review of applications begins on 08/10/2022 and continues as needed to collect a pool of qualified applicants. To ensure consideration, apply before the application review date. A complete application consists of:
  1. Cover letter explaining how you meet the required and preferred qualifications, and a summary of specific examples from work experience(s). Please also include your interest in working for a nonprofit organization in the historical profession. Letter should not exceed two pages.
  2. Resume with current contact information
  3. Four Professional References (please include a previous or current supervisor)
Candidates who are interviewed will be asked to submit examples of written work, design projects, or professional social media experience.

Contact Information to Applicants

Elaine Nelson
WHA Executive Director
Nelsonemn@ku.edu

Advertised Salary Range

$40,000.00/year

Work Schedule

Monday - Friday 8am-5pm

Application Review Begins

10-Aug-2022

Anticipated Start Date

22-Aug-2022

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Posting Information
Posting ID:
22643BR
Department:
History
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Hybrid
Reg/Temp:
Regular
Employee Class:
U-Unclassified Professional Staff
Application Review Begins:
10-Aug-2022