Career Center

The Assistant Director provides governance leadership, subject matter expertise, and project management for SAA. This position is responsible for the management of the SAA Council’s governance, governance committees, annual elections, and appointments processes as well as providing staff support to 46-member affinity groups by managing governance, engagement opportunities, leadership development, providing direct support to the executive director, and more. This position also plays a role on the Annual Meeting staff team and other component groups as needed.

The Assistant Director reports directly to the Executive. This position requires the ability to exercise good judgment in a variety of situations, along with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities is required. The Assistant Director must be able to work under pressure at times to handle a wide variety of activities and maintain confidentiality.

Duties are split among the following categories:

40%       SAA Council

• Facilitates the work of the Executive Director, staff, and the Council in preparing and presenting materials for online deliberations and quarterly meetings, the Annual Membership Meeting, and other governance meetings. Takes accurate notes and prepares minutes for all governance meetings. Secures meeting room, hotel rooms, catering, etc. for in-person meetings.
• Conducts annual online elections and periodic referendums, develops initiatives to improve election engagement and voter turnout, and provides a strong leadership development opportunity for candidates.
• Coordinates annual orientation for Council members and component group leaders.
• Staff the Governance Manual Review Group, Leadership Orientation Group, Sections Review Group, and other new Council subgroups as needed.
• Coordinates, publicizes, and manages periodic virtual forum events and open calls for member comments.
• Facilitates the flow of information between appointed groups, membership, the Foundation Board, and the Council.
• Manages organization records such as the SAA Governance Manual, component group standing rules, the strategic plan, and group rosters.
• Provide support/assistance to the executive director.

30%       Component Groups

• Staff the Appointments Committee, Nominating Committee, task forces, student chapters, and other groups as assigned.
• Manages annual appointments process to fill approx. 100 volunteer positions on 20+ appointed groups, notifies current and incoming leadership, produces, and sends official appointment letters at start and end of service, updates and maintains group rosters and discussion lists. Manages filling mid-term vacancies periodically.
• Oversees staff in managing 46-member affinity groups (Sections) to ensure compliance with requirements, timely reporting, and accurate leader rosters. Conducts annual online elections and facilitates requests for special project funding.
• Oversees scheduling system to provide virtual meetings solutions (Zoom) to SAA component group leaders.
• Assesses and improves virtual spaces for leader/member collaboration, communication, and engagement, in concert with operations/IT staff. Seeks out and implements new tools and programs as needed.

10%       Annual Meeting

• Coordinates with staff and contractors to determine schedule, communications, and logistics for Annual Meeting.
• Supports the Program Committee and Student Program Subcommittee.
• Manages scheduling and logistics from 20+ appointed group meetings and 46 section meetings held prior to the Annual Meeting.

10%       Non-Dues Revenue

• Oversee and the management of the Society’s Career Center
• Collaborate with the Marketing and Communication Specialists on the promotion of the Career Center for the purpose of member/non-member engagement and increasing revenue.

10% Other duties as assigned

• Minimum of 3-5 years of professional experience preferred; association management and/or association governance preferred.
• Four-year college degree or equivalent work experience required.
• Demonstrated ability to effectively engage volunteer leaders using multiple communication methods (written, oral, social media, etc.) and tailor programs to fit different needs.
• Self-starter with an energetic personality who is comfortable working independently and as part of a team. Creative person who can think outside the box.
• Proven excellence in judgment, discretion, diplomacy, and confidentiality.
• Excellent oral and written communication skills, attention to detail, project management, problem solving, and organizational skills. Proactive and service oriented.
• Commitment to championing and furthering organization-wide efforts for diversity, equity, inclusion, and accessibility. Adaptive to evolving environment and best practices.
• Strong working knowledge of Outlook, Microsoft Word, and Excel.
• Familiarity with content management software; Drupal experience a plus.
• Familiarity with association management systems; Salesforce experience a plus.

About Society of American Archivists

Growing professional association in downtown Chicago that offers a full range of services to its more than 5,800 individual and institutional members. Twelve staff members. Comprehensive benefits plan including medical, dental, and retirement plans; close to public transportation; collegial environment. SAA values, and expects from all of its employees, the following attributes and skills: Great attitude; professional and personable behaviors; strong member/customer service orientation; critical thinking and problem-solving ability; desire to learn new information and techniques; computer/technical literacy; strong communication skills; ability to stick with a project and see it through to completion; ability to link member/customer needs with SAA capabilities to imagine possibilities for new activities and/or new ways of doing things.

Connections working at Society of American Archivists