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Friends Historical Association seeks Office Manager

Friends Historical Association is seeking a person for office work in Haverford or from home about six hours a week. This is a six-month position with a possibility of extension. Maintain membership database. Administer distribution of historical journal. Facilitate communication. Help plan events. Keep records. Provide administrative support for meetings. $18-$20/hour. 

Job Description

Office Manager for Friends Historical Association (FHA)

About the Association: Friends Historical Association is an association devoted to the study, preservation and publication of material relating to the history of the Religious Society of Friends. Founded in Philadelphia in 1873, FHA has become an organization that is international in membership and interests and which anyone, Friend or not, is invited to join. FHA publishes a scholarly journal, Quaker History, two times a year. The Annual Meeting in the Fall and an historical pilgrimage in the Spring to an area associated with the history of Quakerism are important activities of the Association.

Work location: Special Collections of Magill Library, Haverford College, (through December 2017), other location at Haverford when Magill Library closes for renovations, and working from home office. The Office Manager is responsible for processing FHA mail, which is delivered to Haverford College.

Time commitment: Up to 300 hours per year (an average of 6 hours a week). More time is spent in January, February, April, May, September and October. Little work is needed in June, July and December. The new person might spend more hours than this.

Compensation: Between $18 and $20 per hour. The Office Manager will work as an independent contractor, sending FHA a monthly invoice for hours worked. The first contract period will be from now through April 30, 2018.

Working Relationships: The Office Manager has working relationships with the President, Editor, Treasurer, and Secretary of Friends Historical Association. The President makes the final determination in the unlikely event of conflicting directions from the others.

Review: The work of the Office Manager will be reviewed near the end of each contract period. The President, Editor, Treasurer, and Secretary will participate in the review process. The Editor is responsible for making sure the review is conducted on schedule.

Responsibilities:

Maintain membership database – Update addresses of about 600 members in Filemaker Pro or similar software. Send dues notices annually by email and USPS. Process payments made online and by mail and deposit dues payments in a timely manner. Send second dues notice in early summer. Remove members who are 2 years in arrears in late summer. Coordinate with Treasurer on financial details.

Administer distribution of journal Quaker History – Export mailing list for address verification by vendor. Send addresses to printer/mailer (Sheridan Press). Request PDFs of new issue from designer (Friends Publishing) when ready, and deposit them with Johns Hopkins/Project Muse for on-line presence. Serve as point of contact between FHA and Project Muse and JSTOR. Sell copies of Quaker History upon request. Coordinate with staff of the North Carolina Friends Historical Society concerning sale of Quaker History to their members.

Facilitate communication – Send postal and/or email communication to membership and Friends Meetings about Spring Event and Annual Meeting. Send occasional email announcements to membership. Send email announcements to Directors about meetings. Circulate agendas and minutes to Directors by email. Make updates to FHA website, or provide copy so website consultant can do so. Serve as first point of contact for inquiries to FHA by mail, email and phone. Keep FHA routines organized and moving forward. Refer inquiries to appropriate person.

Keep the records of Friends Historical Association – Save what is needed for the archives, including minutes of annual meetings and meetings of Directors. Give materials for the archives to the Curator of the Quaker Collection at Haverford. Handle or refer requests for research to the appropriate person.

Provide administrative and organizational support for Spring Event and Annual Meeting – Manage details of the annual meeting. Organize registration process. Organize and ensure planning and publicity are on schedule.

 

Required Skills and Abilities:

  • Proficiency with current computer technology: Microsoft Word, Microsoft Excel, Internet, email. Database experience and website maintenance skills desirable.
  • Capable of learning to use a database such as Filemaker Pro.
  • Ability to handle multiple tasks and deadlines, assigning priority so as to assure timely completion of tasks.
  • Strong oral and written communication skills.
  • Ability to work independently and collaboratively as needed.
  • Event planning skills desirable.
 

Interested persons should email a resume, cover letter, and names and contact information for three references, to FriendsHistoricalAssociationOM@gmail.com Review of applications begins immediately and continues until Office Manager is selected.