Operations Manager, Digital Commonwealth, Remote

• Develop working knowledge of the history and activities of the DCI
• Attend all monthly board meetings conference, membership, and outreach/education meetings, and other meetings as required
• Maintain up-to-date versions of documents as required by law (i.e. board meeting minutes, by-laws, membership list) and ensure that the DCI Records Management Policy is followed, and communicate with Board and Committee Chairs to ensure annual review of such documents and processes
• Working with the Treasurer, ensure the maintenance of appropriate financial records and preparation of required financial reports
• Support the administrative needs of the Board, which may include monthly member reports, program reminders, invoices, and press releases
• Coordinate all communications and logistics related to the Board and Board
  committees
• Assist with special projects as requested
• Prepare reports as required (i.e. membership, events, conference)
• Write marketing materials, updating the website, and create new website pages

Membership and Programs

• Manage communications from members and prospective members
• Manage payments and membership status updates
• Retrieve mail from DCI’s P.O. Box, depositing checks into checking account, and sending deposit receipts electronically to DCI’s bookkeeper
• Managing DCI’s membership portal (currently Wild Apricot), which includes adding or deleting members and updating member information
• Outreach to members before their membership expires and then following up with members who have not renewed
• Manage events on the website, which includes sending e-mails to the membership, keeping track of registrations, and contacting registrants
• Attend all Membership and Outreach/Education Committee events (virtual and in-person)
• Execute tasks that are time-sensitive by their nature (such as answering member questions about payment or event registration) in a timely fashion without supervision
• Create Highlights newsletter and sending it out to membership

Conference

• Participate in all conference committee meetings and attend the conference
• Contact speakers for speaker agreements, program descriptions, bios, registration and travel expenses as applicable
• Update and edit conference information in a timely manner onto DCI conference page on the DCI website
• Monitor registration of participants
• Maintain registration cancellation policy on website according to DCI Board
  recommendation
• Prepare, edit (with help from DCI Conference Committee) and print and/or post to
  website conference program
• Prepare financial (in conjunction with DCI Treasurer) and registration reports for
  conference committee and Board of Directors
• In conjunction with DCI Conference Committee members, contact potential sponsors and exhibitors
• If the conference is held in person (always in Massachusetts), the services also include:
  • Reserve conference facility and liaise with facilities conference services
    manager
  • Organize catering: selection of food, pricing, headcounts and confirmation of meals in days leading up to the conference
  • Organize and post to website conference travel arrangements for registrants (conference shuttle & rideshare)
  • Purchase materials for conference (giveaways and name tags)
  • Set-up and staff registration table at conference, prepare registration materials
• If the conference is held online, the services also include:
  • Coordinate practice sessions with speakers in the webinar software
  • Collect any materials that speakers would like the conference hosts (conference manager and committee) to display during the webinar, such as video-recorded sessions or slide decks
  • Review and edit transcriptions in the recorded conference sessions
  • Send the recordings to registered conference attendees

Qualifications

• A bachelor’s degree or equivalent (which includes experience, paid and unpaid) is desired
• Experience supporting the work of a not-for-profit
• Strong written and verbal communication skills
• Ability to work well with a diverse group of individuals
• Ability to interact effectively and maintain positive working relationships with vendors, DCI members, and institutional partners
• Knowledge of Microsoft Office suite of products and Google suite of products is required
• Knowledge of WildApricot is strongly desired
• Interest and commitment to the work of the Digital Commonwealth
• Knowledge of libraries, archives, museums, historical societies or other heritage
  institutions, would be beneficial

Salaried position (high 20s to low 30s, commensurate with experience)

• Health insurance
• Dental
• Professional development
• 20 hours paid vacation
• Paid sick-time
• Leave as appropriate

How to Apply:

Consideration of applications will begin on October 8, 2021. Please email a cover
letter and resume to [email protected]