Administrative Associate - 22643BR
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
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.
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
- While this position will maintain a hybrid work schedule, a successful candidate will reside in the Lawrence, Kansas area.
- 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.)
- High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
- 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.
- 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.
- Bachelor’s degree with a minimum of three years of responsible experience.
- Previous work experience that required experience with QuickBooks or financial administration.
- 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
- 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.
- Resume with current contact information
- Four Professional References (please include a previous or current supervisor)