General Information: The Assistant Administrative Officer actively assists the Administrative Officer in the performance of his/her duties overseeing the financial and administrative functions of the Association, eventually assuming the position of Administrative Officer (see Term, below). Both positions work closely with A-R Editions, the Association’s business office, which performs day-to-day accounting, assists in maintaining the membership database, and provides membership services such as renewals, mailings, and conference registration. The Assistant Administrative Officer maintains member records in the Association’s member services system; assists others in communicating with the membership through the members services platform; makes travel arrangements for Board meetings; assists in planning and execution of online Board meetings, including training new members; maintains the membership of MLA’s email lists for those involved in the business of the Association; provides information (traveler names and meeting dates) to MLA’s travel service provider (ATC); assists in budgeting and payment processes and in the preparation of various financial and membership reports; and may serve in emergencies or as otherwise requested for the Administrative Officer in any of his/her roles. The Assistant Administrative Officer is expected to work closely with the Association’s Business Office, the President, and the Board to carry out the mission of the Association.
Upon assuming the position of Administrative Officer, the successful candidate will have primary responsibility for requesting payments to vendors and individuals; monitoring the Association’s finances and reporting on them to the Board; preparation of reports and other documents required for the purposes of MLA’s audit and tax filings (done by outside professionals); filing e-postcard tax returns for MLA’s chapters; administering MLA’s annual election of officers; and serving as liaison with the Business Office in regard to MLA’s publications.
Many of the functions of both the Assistant and the Administrative Officer are carried out on MLA’s member services platform (currently yourmembership.com), which serves both as member database and web content management system. After training, the Assistant Administrative Officer/Administrative Officer will be expected to become an expert user of this system, serving also as a liaison with the Web Committee, the Business Office and other parties who may also use the system, to coordinate the needs of these groups and to promote unity of purpose.
Position Details: The Assistant Administrative Officer is a non-voting member of the Board; an ex-officio voting member of the Development, Finance, Publications, and Web Committees and the Investments Subcommittee, serving as Chair of this Subcommittee when Administrative Officer. The Assistant Administrative Officer works closely with the Administrative Officer on these committees. Potential candidates are encouraged to contact any member of the Search
Committee to discuss the position in detail.
Term: Initial appointment is one year with reappointment for up to a total of four years. At the start of the second year of service, the Assistant Administrative Officer (Asst. AO) assumes the position of Administrative Officer (AO) and the former AO assumes the supporting role of Asst. AO. In the third year of service the AO trains a new Asst. AO appointed by the Board. In the fourth and final year, the incumbent steps back down into the supporting role of Assistant AO and the new AO assumes office. Reappointments are made by the Board at the Fall Meeting with each successive term to begin and end at the conclusion of the Annual Meeting.
Qualifications: The position requires a dynamic, well-organized, and detail-oriented individual with a demonstrated ability to communicate diplomatically and effectively; five years of active MLA membership and a current firm knowledge of the organization; administrative experience and knowledge of management principles (including fiscal operations); electronic mail and computer access and literacy. Experience with Microsoft Excel and QuickBooks (or other standard bookkeeping/accounting software) is preferred. Membership in MLA is required. A candidate interview will be scheduled with the Search Committee to take place during the 2018 conference in Portland.
Compensation: Both the Assistant and the Administrative Officer receive support for expenses necessary to carry out the responsibilities of the positions (travel, phone, postage, supplies, etc.), gratis regular membership, and gratis regular-member early registration for MLA’s annual meeting.
In addition the Administrative Officer receives an annual honorarium to be determined by the Board (currently $1,200.00).