Job Title: Program Associate, Oral History Association

Job Type: Full Time, On-Site or Hybrid

Start Date: January 2023

Salary and Benefits: $40,000 per year; Qualified Small Employer Health Reimbursement Arrangement (QSEHRA); 401(k)

Required Travel: 5%-10%

Summary:

The Program Associate is responsible for the daily operation of the Oral History Association. This position reports to the assistant and executive directors who manage workflow, and to the OHA Council which dictates the direction and overall governance of the organization. The Program Associate will be a direct employee of the Oral History Association but will be based in the Executive Office located on the campus of Baylor University in Waco, Texas. Work might be completed on-site or through a hybrid schedule, with a portion of work hours spent onsite and the rest remote.

Preferred Skills and Abilities:

Candidates should possess a bachelor’s degree with a master’s degree preferred. They should also have project management skills, a friendly customer service mindset, self-motivation, adaptability, a strong attention to detail, and writing and editing skills. Candidates should also be able to work collaboratively with others, and to either self-teach or find appropriate training for unfamiliar programs, concepts, etc.

Experience with basic bookkeeping and financial management is preferred. Other desired skills include HTML/general website and hosting management experience, event planning experience, and a background in Public History, Oral History, other related fields, or working with other professional organizations.

To Apply:

Submit a letter of interest and a resume or CV to OHA Executive Director Stephen Sloan at stephen_sloan@baylor.edu. Review of applications will begin immediately, and the position will remain open until filled. Position begins January 2023.

Job Duties/Responsibilities:

Membership

Maintain the online membership website
Manage membership renewals and benefits
Send regular email news updates to membership, along with a bimonthly news blast
Track membership
Create reports as needed for annual journal mailings, fundraising, etc.

Annual meeting

Work with other OHA staff and the site selection company to select venues
Work with Vice President and Program Chairs to contract for outside venues, tours, audio visual company, and special events
Set up and maintain proposal submission software
Work with Vice President and Program Chairs on scheduling the conference program and communicating with conference participants
Work with hotel staff to plan room set up and activities for all meeting spaces, select food and beverage menus, and manage staffing
Manage reserved room block at hotel
Solicit exhibitors, advertisers, and assist with sponsor solicitation
Work with the Program Chairs, graphic designers, etc. to put together the program booklet, online and in print, for annual meeting
Order all supplies needed for the annual meeting such as name badges and signage
Recruit and manage volunteers
Staff and manage onsite registration table throughout conference
Manage overall event, problem-solving and assisting participants as necessary

Bookkeeping/finance

Assist assistant and executive directors and Finance Committee in developing annual budget
Pay invoices and deposit checks
Track invoices and deposits and create reports using QuickBooks online software
Work with accounting firm to provide documentation for 1099 and 990 tax forms; provide all necessary reports for annual review/audit
Maintain all OHA accounts: checking, merchant account, money market account, Vanguard endowment accounts, credit card processing gateway
Assist Executive Director with fundraising efforts for endowment

Elections

Set up and maintain online form for elections
Oversee election timeline and announcements
Gather materials on elected candidates for website, newsletter, etc.

Email/phone support

Answer general OHA email, phone, and written inquiries about membership, projects, funding, and resources. Forward emails as needed to the Executive Director or appropriate member/resource.

Newsletter

Produce digital newsletters using articles provided by newsletter editor. Responsible for layout, photo selection, testing, and emailing to membership.

Website

Maintain website, working with graphic designer as needed
Post information for feature articles
Update pages as needed for Annual Meeting, scholarships, awards, and grants
Create/update other content as needed

Scholarships and Awards

Maintain application forms and oversee process for annual OHA scholarships, awards, and grants
Create submission portals for applications for OHA scholarships, organize scholarship applications for review committees, and contact all applicants regarding the outcome of committee decisions
Manage awards committees, answering questions, receiving the final decisions, and following up with the winners regarding logistics
Manage publicity for all scholarship and award winners

Liaison to Council

Attend and help plan two in-person Council meetings each year, one in Feb-March and one at the Annual Meeting in October, as well as other monthly virtual council meetings, providing reports, minutes, and other documentation as needed
Provide information, contacts, and other materials upon request to Council members throughout the year

Other Duties

Maintain all software licenses/subscriptions
Assist with facilitating webinars, workshops, and other member events
Assist with social media schedules
Other duties as assigned

Oral History Association

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