Interim Administrator Jobs

Reporting to theExecutive Committee, the part-time administrator supports the mission, goals and achievement of AAHGS. A key component of the position requires the Administrator to communicate effectively with board members, members, prospective members, volunteers and others on the genealogy community.

Responsibilities

Administrative:

1. Oversee the receipt and distribution of AAHGS postal mail.
2. Develop official correspondence at the direction of the national president.
3. Monitor and direct Zoom phone messages to appropriate board member.
4. Update website calendar as needed.
5. At the request of the Membership Coordinator update database record of all renewing members
6. At the request of the Membership Coordinator send out acknowledgment email with documents to Life members.
7. In coordination with the Webmaster/Database Manager manage:
8. New member welcome emails
9. Member renewal email
10. Life member confirmation emails (New)

1. Retain list of digital copies of AAHGS Journal and AAHGS Newsletter
2. Maintain an up-to-date mailing list for the AAHGS Newsletter and AAHGS Journal and forward it to the printer (Alpha Graphics/Amazon) for each issue. Provide attributes of mailing lists to the Board or committee chairs.
3. In concert with National Board of Directors, develop documentation of national policies and procedures.
4. Work collaboratively with the National Archivist, to maintain official records and documents, maintain inventory and ensure compliance with local, state and federal regulations.

Board

1. Present quarterly administrative reports to the Board, including current AAHGS membership data and attend all board meetings as a guest.
2. Attend Executive Committee meetings and the Annual Meeting at the request of the national president. Attend committee meetings as requested.
3. Maintain and distribute to the AAHGS leadership team an up-to date roster of the Society Officers, Directors, Committee Chairpersons, Nominating Committee members and volunteers.
4. Provide support to board members and committees, identifying needed resources and providing administrative support for tasks assigned by the board.
5. Assist with the development and maintain the board orientation manual.

Committees

1. Support the work of the committees by providing administrative support, acquiring needed materials as requested.

1. Financial

1.Work with the Treasurer and committee chairs to facilitate development of the annual budget and distribution to the board for approval.

Marketing

1. Monitor the Society’s online presence, including the website, social media accounts (Facebook, Instagram, YouTube andTwitter)
2. Under the direction of the Marketing/Communication Chair and/or the National President contribute and post content of the website, develop social media posts and develop and distribute monthly member emails.
3. Schedule social media posts.
4. Attend meetings, conference, institutes and other events as representative of AAHGS with board approval.
5. Oversee the AAHGS booth at events, including staffing, inventory, and financial transactions with the help of volunteers.
6. Maintain an inventory of AAHGS marketing materials and distribute them as requested by members of the Board and committee chairs.

Other duties as assigned.

Qualifications

AAHGS does not maintain office space. This is a part-time contract remote position with an expectation of 10-20 hours of work per week, on average. Remote meetings are conducted using the Zoom platform.

Required:

●Bachelor’s degree

●Minimum of three years of experience in a leadership role in a nonprofit environment and/or professional educational or certification in nonprofit management or administration

●Demonstrated ability to work collaboratively with diverse groups of people with respect, patience and positivity.

●Must be proficient in various aspects of technology including:

oGoogle Workspace

oMS Office

oGeneral database management

oCanva

oSocial media (Facebook, Instagram) posting and management.

●Able to communicate well in writing and verbally.

●Must be a self-starter, well organized and efficient.

Preferred

●Reside in or near Washington, DC and or have the ability to travel into Washington, DC when the duties of the job required.

●An understanding of the needs and interests of the genealogical community