Employment Opportunities

 

Advancement Assistant (Full Time)

Founded in 1812, the American Antiquarian Society is a national research library and learned society of American history, literature, and culture from settlement through the 19th century, serving a world-wide community of scholars, as well as a broad and diverse public through free programs in the humanities. Given AAS’s commitment to diversity, equity, inclusion and accessibility, the successful candidate will demonstrate the ways in which they bring value to and will work towards supporting a broadly diverse community.

DEPARTMENT: Advancement

REPORTS TO: Vice President for Advancement

SUPERVISES: n/a

FLSA: non-exempt

DATE WRITTEN: 3/30/2021

POSITION PURPOSE:
Reporting to the Vice President for Advancement, the Advancement Assistant will support all fundraising and some related communications activities for the Society and maintain the President’s calendar.

Essential functions:

  • Fundraising support
    • Enter and acknowledge gifts in a timely and accurate fashion, produce reports, and keep prospect management information up to date, while maintaining the integrity of records in the Raisers Edge database and in the paper files.
    • Produce lists for all advancement purposes and for other departments as directed; develop and produce mailings via Constant Contact and U.S. Mail.
    • Manage and produce all Annual Fund mailings (email/U.S. Mail) in or out of house; produce regular reports and analysis.
    • Prepare proposals, reports, meeting materials, and correspondence.
    • Maintain Advancement files.
  • Communications support
    • Coordinate statistics for Annual Report and draft text as directed.
    • Produce mailing lists (USPS and email) for twice-yearly newsletter and Annual Report.
    • General office support
    • Maintain departmental electronic and paper records, including filing.
    • Collect statistics from all departments and prepare reports as needed.
    • Maintain calendar for all advancement-related deadlines and assure that deadlines are met by reminding relevant staff members.
    • Coordinate institutional meetings such as donor events and members’ meetings; participate in events as requested. Some evening work required; very occasional weekend work.
    • Support a diverse workforce and participate in the Society’s efforts to create a respectful, inclusive, and welcoming work environment.
  • Support for President
    • Maintain and manage President’s calendar; poll participants for meeting times/dates; remind participants of meetings.
    • Assure that notes from President’s meetings are shared as necessary with relevant staff and councilors.
    • Maintain files of President’s correspondence.

Other duties as assigned.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITY REQUIRED
The candidate must possess the following knowledge, skill/s and abilities and be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation.

  • Accuracy and attention to detail, with strong skills in English grammar, spelling, punctuation, and syntax. Your cover letter will serve as a writing sample.
  • Ability to take responsibility for supporting a busy advancement operation, with administrative experience in a fast-paced office preferred.
  • Experience working independently and managing multiple deadlines while remaining calm under pressure.
  • Experience with teamwork and following directions, while observing policies and procedures.
  • Customer relations experience; ability to relate with a diverse group of people from across the organization.
  • Effectively collaborate within and contribute to the inclusive nature of a diverse community
  • Strong knowledge of Microsoft 360; comfort with learning new software.
  • Experience with CRM systems; AAS uses Raiser’s Edge.

Personal and Professional Competencies

The individual will

  • Rely on experience and judgment to plan and accomplish assigned tasks and goals.
  • Foster and contribute to an inclusive organization with positive morale.
  • Bring a strong executive presence and be comfortable and credible interfacing within executive leadership.
  • Be highly motivated and self-directed.
  • Work well under pressure to provide results in a short timeframe.
  • Support an environment that encourages and values the perspectives of others and promotes sharing of information and ideas.
  • Be viewed as an internal resource capable of practically applying technical expertise to real business problems and/or opportunities.
  • Approach challenges with curiosity and open-mindedness.
  • Demonstrate a "can do" spirit, a sense of optimism, ownership, and commitment.

TRAVEL
n/a

EDUCATION / EXPERIENCE
Minimum, high school diploma/GED equivalent and 3 years of relevant office experience, nonprofit environment preferred but not required.

CERTIFICATES/ LICENSES REQUIRED
none

LANGUAGE SKILLS
Ability to read, understand, speak and write in Standard English; ability to communicate effectively in English with individuals in person, over the telephone, and via the printed word.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodation.

Duties require periods of standing, walking, sitting. Duties require occasional periods of climbing or balancing, pulling/pushing items including book trucks with materials, lifting/carrying items weighing up to approximately 30 lbs., reaching with arms and hands. Vision and hearing at or correctable to “normal ranges.” Other physical tasks include use of hands for basic grasping/manipulation, use of hands for fine manipulation, occasional reaching, stooping, bending, kneeling, crouching, and keyboarding. Physical duties are subject to change. Must be able to transport oneself to work-related meetings, workshops, conferences, etc.

Applicants, as well as position incumbents, who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

WORK ENVIRONMENT
Most duties are performed indoors in office environment with artificial light and cool, thermostatically controlled temperatures. The noise level is low. May be exposed to dust, mold, and/or other organic material or other irritants. Hazards are considered minor and controllable.

COMPENSATION
This is a non- exempt full time, 35 hour per week position, M-F; $ 35,000 – 38,000. Benefits include paid vacation, sick and personal time, health insurance, retirement, life and disability insurance, and professional development.

To apply: Submit a letter of application (writing sample), resume and contact information for three professional references electronically to cmackey@mwa.org with “Advancement Assistant” in the subject line. The American Antiquarian Society is an equal opportunity employer in accordance with applicable federal and state laws. The Society takes meaningful steps to promote inclusiveness in its hiring, retention, promotion, councilor recruitment, and constituencies served.

Position open until filled.

 

Volunteering

Volunteers are an important part of the AAS community and their contributions of time and talent are greatly appreciated as we work to further the Society’s mission to collect, preserve and make accessible the printed and manuscript materials that record the history of what are now the United States, Canada, and the former English colonies of the West Indies, from the time of first settlement by Europeans through 1876.

Volunteers assist in various departments throughout the library and administration. The volunteer program is very limited and based on the availability of projects and managers.

We appreciate your interest in volunteering however at this time the Society is not accepting new volunteers.

 

Internships, General

Internships at AAS are based on the availability of managers and may be offered in conjunction with a college or university’s requirements. General, unpaid internships are reviewed individually.

At this time, we cannot accommodate general internships. Please see specific internships.

 

Internships, Specific

Seiler Curatorial Internship - The Seiler Curatorial Internship was established in memory of Nadia Sophie Seiler. This newly-created internship at AAS will allow the participant to work in the Society’s manuscript collection. The strengths of the Society’s manuscripts holdings (primarily pre-1900) are New England diaries, papers of New England families and businesses, and American book trades (printing, publishing, bookselling). The ideal candidate will have an interest or background in the history of the book and/or the material culture of manuscripts.

Conservation Internship - Filled for 2021

 

Summer employment for college students

Typically, the Society employs two to six colleges students during the summer to work in various departments including Readers’ Services, Outreach, and Cataloging. We strive to match students with managers and departments to provide a positive and rewarding work experience. Summer employment is for eight weeks from end of May until early August.

Filled for 2021

 

General Employment Information

The Society has a staff of dedicated professionals who acquire, preserve, and make accessible one of the greatest collections of early American print materials ever assembled. Through the diligence, hard work, and expertise of our staff, the Society has established a well-earned reputation for unparalleled curatorial and reference services, incomparable depth of rare book cataloging, innovative scholarly and public programs, voracious acquisitions, outstanding scholarly publications, and an uncompromising commitment to conservation and preservation.

We take pride in our past accomplishments and aspire to new achievements, while also encouraging our core values of integrity, fairness, and common sense.

The Society has a policy of promoting inclusiveness and its staff, councilors, and volunteers reflect diversity in order to enrich its programmatic effectiveness. The Society takes meaningful steps to promote inclusiveness in its hiring, retention, promotion, councilor recruitment, and constituencies served.

The American Antiquarian Society is an equal opportunity employer in accordance with applicable federal and state laws.

For more information on general employment information contact:

Carol-Ann Mackey
Director of Human Resources
American Antiquarian Society
185 Salisbury Street
Worcester, MA 01609
(508) 471-2164
Email: cmackey@mwa.org

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