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ORGANIZATION NAME: Sociologists for Women in Society (SWS)

TITLE OF POSITION: Administrative Officer 

POSITION TYPE: Full time REMOTE. 40 hours per week on average. Domestic travel required 2-3 times per year.

DEADLINE TO APPLY: June 12, 2025, 5pm EDT.

PAY RANGE:  $50K-$55K range; salary commensurate with skills, qualifications and experience.

BENEFITS: Health benefits allowance, 401k, home office allowance, 18 days of paid time off, plus additional generous holiday time off and negotiated compensatory time flexibility given required extended hours around annual conference and retreat coordination and administration. 

SCHEDULE: Typically Monday - Friday, 8am-5pm (depending on time zone of hire) with occasional weekends and evenings. The Executive Officer is in the Eastern Time Zone.  

REPORTS TO: Executive Officer

START DATE: Immediately

DURATION OF POSITION: 6-month evaluation period of employment with continued employment upon successful review. 

JOB SUMMARY: The Administrative Officer of SWS reports to and is supervised by the Executive Officer and is an essential member of a small team that supports the Association. They play a key role in delivering timely engagement to members of the Association, volunteer leadership, and external vendors.

This position requires strong communication, problem solving, and interpersonal skills. The Administrative Officer provides member communications support, website and listserv management and updates, and offers logistical support with virtual and in-person programming. They ensure with professionalism a positive experience for all members.

Key responsibilities include: providing essential office support including scheduling, in-person and virtual event coordination, timely communication, general administrative support to the Executive Officer and volunteer leadership, maintenance of the website and member-only online portal. Handling membership registration (new and renewals) and assisting members throughout the membership registration process. Coordinating event logistics with attention to detail and performing a variety of administrative tasks with a proactive approach.

CORE RESPONSIBILITIES:

(70%) General Administration:

  • Develops and maintains comprehensive knowledge of SWS policies, procedures and processes related to the Association; furnishes such information as necessary and makes updates as appropriate.

  • Serves as primary administrative support for volunteer leadership (Council and Committees) requiring staff participation.

  • Follows work standards and office procedures and ensures consistent application, in consultation with the Executive Officer.

  • Manages website design and support to ensure that materials are clearly accessible in a timely manner.

  • Manages all information on the Member Portal, which is an online platform accessible only to members, including but not limited to, updates to the events calendar, uploading memos and other communication from the Executive Office and/or SWS leadership (Council and Committees), and the application submission procedures for SWS awards.  

  • Assists in bookkeeping functions including overseeing the submission of receipts for reimbursements, preparing invoices for payment, and managing the membership registration process to ensure timely payments for new and renewing members.  

  • Works with the Executive Officer and Committees to design and implement year-round programming. 

  • Supports the Association’s journal (Gender & Society) by providing requested information to the publisher, typically on a quarterly basis.

  • Maintains archives of programs and events; primarily works in consultation with the Executive Officer and a member of Council (Secretary/Archivist) in establishing and implementing an organized system to properly retain SWS records for archival transfer.

  • Designs promotional materials, disseminates surveys and produces reports on programs and events.

  • Assists the Executive Officer with communications, including coordinating the messaging to general membership, and general correspondence for invitations as needed. 

(20%) Program and Event Planning:

Annual Association Winter Meeting: 

  • Work with the Executive Officer, Vice President, and Program Planning Committee on all elements of planning pertaining to the annual Winter Meeting held in January or February each year. The meeting site rotates. 

  • Provide on-site administrative support for the Winter Meeting, including managing volunteers. 

  • Develops and designs the Winter Meeting Program and other promotional and informational materials as requested. 

Other Programming (year-round):

  • Administrative support of virtual webinars, workshops, and other member-wide meetings, both in-person and virtual. 

  • Administrative support for SWS Committees and general operations on primary initiatives such as United Nations engagement at the Commission on the Status of Women (CSW), professional development and mentoring opportunities, preparation of applicant review files for SWS awards, and other programming needs as they arise. 

(10%) Other Administrative Support of Volunteer Leadership:

  • Coordinating the travel of volunteer leadership to the Winter Meeting and to an annual leadership retreat.

  • Supports Council and the Executive Officer on coordinating the annual Leadership Retreat. The meeting site changes.

  • Support the transition of new and continuing leadership on Council and Committees by ensuring timely signing of leadership agreements and other administrative matters (Association emails, files, and other documents). 

MINIMUM QUALIFICATIONS

Applicants must evidence the following to be considered:

  • Bachelor's degree in related areas in the social sciences and/or humanities and/or equivalent experience/training.

  • Minimum of 2 years of experience in providing administrative support to a mid-size non-profit, higher education setting, or equivalent workplace.

  • Understanding and support of the SWS Vision and Purpose statements. 

  • Strong oral and written communication skills with excellent attention to detail in producing a range of documents including professional email correspondence. 

  • Knowledge and/or experience using Zoom and office computer applications such as Google Workspace (including Google Email and Calendars), Dropbox, Docusign, Adobe Acrobat, and Microsoft Office (Word, Excel, PowerPoint)

  • Experience in creating, implementing, and publicizing large- and small-scale events and programs, virtually and/or in-person.

  • Initiative and resourcefulness. 

  • Flexible and adaptable to a variety of tasks and changing priorities. 

  • Problem-solving skills.

  • Demonstrated organizational skills and the ability to independently prioritize and complete multiple tasks simultaneously.

  • Evidence of experience working with diverse populations, including students and faculty.

  • Experience exercising discretion and maintaining confidentiality.

  • Ability to produce reports and documents as requested; ability to analyze preliminary data, present findings, and make recommendations based on the data. 

  • Ability to work independently and collaboratively.

  • Ability to learn policies and procedures from both verbal and written sources; ability to apply and explain office policies and procedures with consistency.

PREFERRED QUALIFICATIONS

  • Between 3-5 years of experience in administrative support to a mid-size non-profit or higher education setting or equivalent workplace.

  • Experience with the management of websites, listservs, and databases with knowledge of best practices for data security and privacy.

  • Knowledge and experience in attending professional association meetings or general event management. 

EOE STATEMENT:

Sociologists for Women in Society is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

HOW TO APPLY FOR THE POSITION: 

Please submit your application online in a single PDF that includes 1) a cover letter, 2) a resume, and 3) a list of 3 professional references. Please apply online to be considered. The deadline is June 12, 2025, 5pm EDT.

For information on Sociologists for Women in Society, please visit our website at sws.memberclicks.net.

 

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