Office Administrator

2 weeks ago

Wilmington, United States NSCDA-NC Full time
Job DescriptionJob Description

Office Administrator, NSCDA-NC - Job Description

 

I. Supports the Society’s President

In this capacity, the office administrator works directly with and reports to the Society’s President.

A.    Prepares for Board Meetings, Workshops, Mid-Year Meetings, and misc. events

B.     Maintains the calendar and updates for NC

C.    Receives correspondence from National Level and collects it for the President

 

II. Supports the Executive Director

In this capacity, the office administrator works directly with and reports to the Executive Director.

A.    Correspondence

B.     General administrative support

C.    Donation reports

D.    Proofreading grant applications

 

III. Manages Membership

In this capacity, the office administrator works directly with the Registrar, Genealogist, Associate State Registrar, Chair of County Committee Chairs, and Necrologist.

A.    Manages Admission Proposals and oversees the membership process.

(Admission questionnaires, transfers, and courtesy members)

B.     Maintains Membership Database

C.    Maintains Membership Records

●      Creates Member Packets

●      Stores physical copies

●      Scans electronic copies

●      Sends completed lineage papers to be stored off site

D.    Produces Membership Reports for Board meetings

E.     Sends correspondence to Chairs as new members are added
(Candidates, transfers, and courtesy members)

F.     Assists the Genealogist in compiling lineage papers for review

G.    Assists the Necrologist in compiling reports for Board meetings

H.    Assists the Nominating Committee in creating and distributing the annual slate

I.       Assists the Chair of County Committee Chairs in collecting the yearly position changes within county committees

 

IV. Manages the President’s Admission Committee

In this capacity, the office administrator works directly with the President-Elect and oversees the electronic component of the Committee.

A.    Compiles Admission Proposals in an electronic format

B.     Reviews proposals

C.    Once appropriately reviewed, distributes those proposals in an electronic format

D.    Facilitates an electronic vote to the committee

E.     Collects results and prepares a read for Board meetings

 

V. Meetings and Events

In this capacity, the office administrator works directly with the Corresponding Secretary, Chair of the Annual Meeting, and the facilitator(s) of misc. meetings.

A.    Prepares for Board Meetings, Workshops, Annual Meetings, County Committee Chairs Orientations, and misc. events

B.     Creates online registration forms and event invitations

C.    Collects information needed for Board Meetings, Workshops, , Annual Meetings, County Committee Chairs Orientations, and misc. events

D.    Distributes information to the Chair or Facilitator of meetings and events

E.     Distributes information to the Board, State Officers, NC Committee Chairmen, and Past Presidents

F.     Keeps a digital archive of meeting minutes

 

VI. Financial

In this capacity, the office administrator works directly with the Bookkeeper and Corresponding Secretary and oversees the financial duties that coincide with the database.

A.    Opens Society mail and distributes; stamps incoming checks “For Deposit Only”

B.     Records payments in the database

C.    Creates deposit reports (weekly or daily) for the Bookkeeper

D.    Creates financial reports for fundraisers and events for the Bookkeeper as needed

E.     Creates monthly deposit reports for the Executive Director and Bookkeeper

F.     Creates a quarterly report of contributions for BWH, JL, HH, and MHE to be sent to each

G.    Creates a yearly report on development data

H.    Provides Corresponding Secretary with reports on contributions monthly

I.       Monitors electronic thank you responses for all donations

J.     Composes and mails thank you responses for large donations of a pre-determined amount

K.     Prepares annual dues notices and mailing

 

VII. Communications

A.    Routine website maintenance for the NSCDA-NC

B.     Prepares and publishes emails for NSCDA-NC and requested emails from other misc. sources, i.e. the museum houses, national NSCDA, County Committees, etc.

C.    Prepares and publishes electronic invitations for events and fundraisers

D.    Compiles content for and manages preparations of the annual Blue Book; layout, proofreading, printing, and mailing oversight.

E.     Manages printing and mailing of the Pine Cone newsletter

F.     Assists the Executive Director with preparing and disseminating the Pine Needle electronic newsletter

G.    Compiles content for and manages preparations of the What’s Happening? electronic newsletter

 

VIII. Miscellaneous Duties

A.    Manages office supply and inventory, order supplies

B.     Handles all shipping and mailing

C.    Liaison with vendors (tech support, Office Depot, VRC, etc.)

D.    General administrative support to the Nimocks archives and museum house

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