Job Title: Program Operations Assistant

Department: Programs

Reports To: Vice President for Academic & Public Programs

FTE: Full-time, 35 hours per week, non-exempt hourly

Hours: Generally 9am-5pm Monday through Friday, occasional nights and weekends (for events planned in advance)

Salary Range: $36,400 - $40,000 per year, 35 hours per week ($20-$21.98 per hour)

Location: Worcester, Massachusetts

Deadline to apply: Applications accepted on rolling basis and will be listed until filled

Start date: As soon as possible

Organization Description: The American Antiquarian Society is a learned society and national research library dedicated to collecting, preserving, and providing access to the printed record of the United States through 1876. The Society’s collections are used by scholars, students, creative and performing artists, and writers in many fields studying and working with American history and culture. The Society is committed to diversity, equity, and inclusion at all levels of the institution, as expressed in Inclusion, Diversity, Equity, and Accessibility: a statement from the Council and Staff of the American Antiquarian Society.

Website: https://www.americanantiquarian.org/

POSITION OVERVIEW:

We are seeking a welcoming and organized individual to join our Programs Team at AAS as an Operations Assistant.

The Program Operations Assistant will manage logistics for our high-volume fellowship program, special events, and general academic and public programs. A successful candidate will be someone who sincerely enjoys working with people from a variety of backgrounds and thrives on identifying needs and proactively addressing them. The assistant will join a 4-person Programs Team that engages with the learning communities and partners of our over 200-year-old organization.

Areas of Responsibility:

  • Fellowship Program
    • Manage high volume application process for 50 selections per year
    • Coordinate and support fellowship selection committees (scheduling, communications)
    • Coordinate financial arrangements and forms between fellows and AAS accounting team
    • Ensure smooth and positive experience for all fellows completing research at AAS
    • Schedule fellow presentations
  • Guest Services
    • Manage housing calendar for three guest residences, mostly associated with fellowship program
    • Work with Buildings & Grounds department to keep residences welcoming and maintained
    • Point person for space rentals and partner events held onsite at AAS
    • Key contact or liaison for housing supplies, external cleaning contractor and amenities (cable/internet)
  • General Programs and Other
    • Supporting on-site academic seminars and conferences (registration, catering, supplies, communications)
    • Executive support for VP for Programs including scheduling, drafting correspondence, and travel
    • Data entry, analysis and statistics preparation
    • Sorting and distributing mail
    • Ordering supplies and marketing materials

Qualifications/Skills

  • 2+ years work experience, preferably in public-facing or guest-facing role
  • Good verbal and written communication skills
  • Detail-oriented, punctual and dependable
  • Comfortable using a computer at a basic level, including demonstrated use of Microsoft Word, Outlook and Excel
  • Experience with databases (data entry and reporting) is helpful; AAS uses Constant Contact and Raisers Edge
  • Experience with coordinating complex schedules; familiarity with scheduling software a plus (Doodle, etc.)
  • Ability to interact with residents and program participants in a friendly, accommodating manner
  • General background and interest in early American history topics a plus
  • Ability to work well both individually and collaboratively
  • Ability to maintain confidentiality in reviewing protected information per ISP policy.

Education

High school diploma with at least 2 years of work experience

Language Skills

Ability to read, understand, speak, and write in Standard English; ability to communicate effectively in English with individuals in person, over the telephone, and via the printed word.

Physical Demands and Work Environment

Duties require periods of standing, walking, and sitting. Duties require occasional periods of climbing or balancing, pulling/pushing items, lifting/carrying items weighing up to approximately thirty pounds, and reaching with arms and hands. Vision and hearing at or correctable to “normal ranges.” Other physical tasks include use of hands for basic grasping/manipulation, use of hands for fine manipulation, occasional reaching, stooping, bending, kneeling, crouching, and keyboarding. Physical duties are subject to change.

Most duties are performed indoors in an office environment with artificial light and cool, thermostatically controlled temperatures. The noise level is low. May be exposed to dust, mold, and/or other organic material or other irritants. Hazards are considered minor and controllable.

Hours: This is a non-exempt full time, 35 hour per week position (40 hours minus a one-hour unpaid lunch per day). There may be occasional nights and weekends to support program events and these would be scheduled well in advance.

Compensation and benefits

The range for this position is $20-$21.98 per hour for 1820 hours per year (40 hours weekly minus unpaid 1 hour lunches) which is approximately $36,400 to $40,000 annually.

Examples of benefits for full-time staff are vacation, sick and personal time, as well as ~12 paid holidays, your birthday off and a paid full-office closure for approx. one week in December. We also have employer-sponsored health insurance, life insurance, disability coverage, retirement plans that includes an employer match, among other benefits.

How to apply

Please submit a résumé, and cover letter through our online platform here. Finalists will be asked for references at a later stage.

For questions on this position, please contact careers[at]mwa.org. Please do not submit applications to this address.

Commitment to Inclusion, Diversity, Equity and Access (IDEA)

As an equal opportunity employer, we value diversity, equity, and inclusion. We are committed to equal employment and promotion opportunity regardless of ability, age, ethnicity, gender, gender identity, marital status, national origin, race, religion, sexual orientation, or veteran status. A successful candidate will demonstrate the ways in which they bring value to and will work towards supporting a broadly diverse community.