The Organization of American Historians (OAH) is the largest scholarly organization devoted to the history of the United States, and to promoting excellence in the scholarship, teaching, and presentation of that history. An international non-profit membership organization, the OAH has over 6,000 members who are university and college professors as well as individuals employed in a variety of scholarly and institutional settings, including libraries, museums, national parks, and historical societies.
Job Summary
Department Specific Responsibilities
Serves as first point of contact both by phone and email for those communicating with the Organization, including answering inquires related to membership and the OAH annual conference; processes all incoming and outgoing mail.
Assists with general conference-related administrative duties including maintenance of conference program content and information in the OAH database, conference participant communications and management of the conference email account.
Assists with membership-related administrative duties including new/renewing members, access to member portal, and member benefits; replacement of publications; updates to member records; timely mailing of membership dues invoices; creation of monthly and yearly reports and payments to vendors pertaining to member benefits.
Assists with OAH service and award committees including maintaining and updating records and mailing of appointment and thank you letters for incoming and outgoing committee members; support administration of the annual awards ceremony including compiling the annual awards program and coordinating ordering and delivery of award items to the conference and individual recipients as needed.
Tracks donations and pledges to the Organization and compiles acknowledgment/thank you letters; creates donor acknowledgement materials for Organization publications and events; provides administrative support for annual development campaigns, coordinating with vendors and Organization staff.
Coordinates the storage, inventory, organization, and recycling of all Organization publications stock; manages the preparation and transmission of files for inclusion in the Organization collection at the IUI Ruth Lily Archives.
Attends the Annual Conference and provides on-site staffing and support.
Attends bi-annual Executive Board meetings, bi-annual Finance Committee meetings, and the annual Business Meeting, generating and ensuring the accuracy of minutes from those meetings
Provides additional administrative support for Organization departments on an as-needed basis, including maintaining and restocking of office and mailing supplies.
Processes check deposits and enters all check and credit card payments in Organization database; reconciles income from all sources; audits online credit card transactions to ensure accuracy of information between Organization database and online payment system (Authorize.net); generates documentation from online charges for audit purposes; manually completes charge transactions for credit card payments as needed and maintains associated paperwork; accurately maintains required electronic and paper files pertaining to financial transactions.
Processes all check and ACH transactions to ensure timely payment of vendors and records all invoice payments in accounting software; tracks pledges and issues invoices as needed; ensures accuracy of records for long-term fundraising campaigns and generates invoices as needed; tracks deliverables for National Park Service collaboration projects, processes rush print orders, tracks and pays invoices for National Park Service (NPS) projects, and maintains all electronic NPS files; processes sales and sponsorships for the OAH annual conference.
Generates monthly closing reports for all financial transactions, reconciling bank and IU Foundation accounts and correcting errors as needed; monitors aged receivables and follows up on past due invoices; manages NPS funds through government database, ensures the accuracy of information recorded in Organization database, and issues payment to vendors at scheduled intervals.
Provides assistance to fiscal officer and controller during the annual audit.
General Responsibilities
Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow.
Organizes office operations and procedures, such as creating Word or Excel files, bookkeeping, and preparation of payrolls, flow of correspondence, filing, requisition of supplies, and other office services.
Oversees opening, sorting, and routing of incoming mail, answers correspondence and prepares outgoing mail.
Purchases and maintains office supplies and equipment, as well as budget expense control.
May be part of a team to select and train other staff and allocate tasks and assignments to lower-level appointed staff and monitor their performance.
May assist with administrative needs related to the daily operations, planning, and implementation of various or multiple student services or department initiatives.
May work on office projects engaging others to collaborate and accountable to see through to completion.
May perform other duties related to maintaining an internal website and/or working with social media.
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required
High school diploma or equivalent (such as HSED or GED)
Preferred
Bachelor's degree
WORK EXPERIENCE
Required
4 years of relevant experience
Preferred
3 years of administrative office experience
Experience with Word, Excel, and CMS/databases
SKILLS
Required
Proficient communication skills
Effective interpersonal skills
Excellent organizational skills
Demonstrates ability to maintain confidential information
Demonstrates excellent judgment and decision making skills
Maintains a high degree of professionalism
Ability to simultaneously handle multiple priorities
Demonstrates time management and priority setting skills
Ability to lead/manage others
Working Conditions / Demands
This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.
Work Location
Bloomington, Indiana
Advertised Salary
$40,000-$45,000 Annually
Benefits Overview
For full-time staff employees, Indiana University offers a wide array of benefits including:
Multiple plan options for medical insurance
Dental insurance
Health Savings Account with generous IU contribution
Life insurance, LTD, and AD&D options
Base retirement plan contribution from IU, subject to vesting
Additional supplemental retirement plan options
Tuition benefit for IU classes
10 paid holidays per year
Generous Paid Time Off
Paid Parental Leave
Employee Assistance Program (EAP)
Learn more about our benefits by reviewing our online Benefits Brochure.
Job Classification
Career Level: Mastery
FLSA: Nonexempt
Job Function: General Administration
Job Family: Administrative Generalist
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Posting Disclaimer
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
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Equal Employment Opportunity
Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.
Campus Safety and Security
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