Archive/Convention Coordinator

Fraternal Order of Eagles Grand Aerie

Position Guide

Position: Archive/Convention Coordinator

Reports to: Fraternal Director

Statement of Purpose:

The Archive/Convention Coordinator is responsible for providing a variety of administrative, clerical, and manual support tasks for the Fraternal Director’s Department and for the Organization. The Archive/Convention Coordinator will assist the Fraternal Director in completing support tasks such as drafting letters/memos, filing, answering phones and questions, proofreading, managing the historical archives, packing and unpacking for International Convention, etc.

Essential Functions and Responsibilities:

·        Provides a variety of administrative support activities: answer phones, open/distribute mail, drafting letters/ memos, data entry, filing and file maintenance, copies and organizes information, office supply support, etc.

·        Maintains records, prepares and processes changes, and distributes reports or other departmental information.

·        Organize, catalog, maintain and procure FOE historical materials and displays.

·        Prepare equipment and material for International Convention for the Grand Aerie: pack, stage, ship, and oversee loading/unloading, setup/tear down, return and reorganization of equipment and material.

·        Assist with reviewing, editing and proofreading publications of the Grand Aerie.

·        Review, research, and answer questions related to organizational governing documents.

·        Provide administrative and clerical support to other departments as requested.

Education & Experience Requirements:

·        Associate’s degree in business, communications, or related field preferred, High School Education or Equivalent required.

·        Minimum 3 years’ related experience and/or training along with an advanced level of computer literacy.

·        Ability and willingness to cross-train in support of organizational needs.

·        Possess strong organizational skills, ability to meet deadlines consistently, good follow-up skills, and attention to detail with high work accuracy.

·        Proven verbal and written communications skills and strong interpersonal communication skills.

·        Ability to work independently without close supervision but also work collectively with others both internally and externally.

·        Able to work with business sensitive and confidential information.

·        Ability to effectively communicate with co-workers, managers, directors, and members of the public, in both written and verbal form.

·        Ability to assess and respond quickly to problems.

·        Ability to multitask on projects and assignments.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodations may be made to ensure individuals with disabilities are able to perform these essential job functions.

While performing job duties, employee sits 50% of the time. Occasionally required to stand; walk; sit; use hands and fingers to handle and feel objects, tools or controls; reach with hands and arms; balance, stoop; kneel; crouch or crawl; talk or hear; taste and smell. The employee must occasionally lift and/or move up to 75 pounds. Specific vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus.

Work Environment:

While performing job duties, the employee is not exposed to weather conditions frequently. There will be times when the employee will go outside in weather conditions for convention and/or deliveries.

Noise level in the work environment is usually moderate to low.