Office Manager

Supervise headquarters staff of 3 to 6 individuals, including employees in the membership and institutional services , JOE Network, and committee coordinators. Serve as primary Vanderbilt administration contact for increases, hiring, approval of PTO for other managers, etc. Oversee day to day operational duties for the journals, memberships, subscriptions, JOE Network, multiple AEA committees, and other projects as they arise.  Work closely with the AEA Publications director, Senior Accounting Manager, and Convention Manager for areas that overlap.  Report to the AEA Secretary – Treasurer and keep him informed, as needed, regarding areas of oversight.   

About the Work Unit: 

The American Economic Association (AEA) is an educational organization whose purpose is to encourage economic research, especially the historical and statistical study of the actual conditions of industrial life, to issue publications on economics subjects and to encourage freedom of economics discussion.  The oversight of the day to day operations of the AEA is provided within this work unit.  The membership, subscriptions, annual meeting, committee coordination, Job Offering for Economists, accounting and management of operations occurs within the work unit. 

Duties and Responsibilities:

• Assist the Secretary-Treasurer in oversight of AEA Publications, a publications office in Pittsburgh with approximate 40 employees. 
• Main contact for Vanderbilt transactions – HR, payroll, hiring, phone service, rent and parking permits.  Recommend and prepare Vanderbilt annual payroll increases.
• Communications – Responsible for member e-blasts, information requests, and other communication activities.  Active role in content for website, seasonal postings, as well as marketing campaigns and house ad design and placement.  Coordination and support for AEA committees. 
• Risk officer  - Responsible for AEA insurance needs including Cyber Risk, Director and Officer Liability, Special Event (ASSA) Coverage, Commercial package, Employment Practices Liability and Worker’s Compensation. 
• Responsible for annual distribution, collection and maintaining conflict of interest forms from key employees and board members. 
• Copyright and Trademarks – Review of new and unusual use requests, supervise collection and maintenance of copyright records.  Work with intellectual properties attorney to update copyright transfer agreements with authors, and any trademark protection filings.  Protect against misuse of Association’s logo and other trademark infringements. 
• Contact for Managed Election provider - provide information, guidance, and oversight of the election process. 
• Provide support for the organization of submitted reports for semi-annual Executive Committee Meetings. 
• Supervise the correction and editing process for the Proceedings portion of the annual issue of the AEA Papers and Proceedings. 
• Assist with preparations for the ASSA meeting.  This high profile task includes assistance with and facilitation of unexpected contingencies, providing engraved awards, assembling the head table attendees, working with A/V team for speakers, providing name cards, working with security details for high profile economists.  This position also contracts with an event photographer for the ASSA, and works with the photographer at high profile sessions (awards and addresses) to properly document the event. 
• Contact for US Postal Service – File annual periodicals report “Statement of Ownership, Management and Circulation” (Form 3526) for each publication to maintain the right to use the reduced periodical mailing rate.  After the October filing, provide each publication with a Statement of Ownership to be printed in the final issue of the calendar year. 
• Supervise Dissemination of Annual Academic Mailing – An informational mailing to all US institutions with an Economic Department, which would include membership brochures, JOE, EconLit and Committee offerings and Call for Papers.   
• Maintain Association history – Contact for archives maintained at Duke University.  Update and maintain Association voted policies and procedures, By-Laws, records of membership, minutes, lists of officers, committees, and other volunteers. 
• General Office Manager – Plan and book annual Christmas party, and retirement parties.   Make arrangements for President-elect’s Nashville visit, meals and hotel and coordinate itinerary with Economics Dept. Arrange internal office moves; supervise use of office supplies and equipment.  Approve office purchases, equipment lease contracts, marketing projects and new computer equipment.

Supervisory Relationships:

This position supervises headquarters staff of 3 to 6 full and part time employees and assists the Director of Finance and Convention manager in overseeing their direct reports.  This position reports directly to the Association’s Secretary-Treasurer. 

Education and Certifications:

Bachelor's Degree from an accredited institution of higher education and 5+ years of equivalent experience is required. 

Qualifications:

• Meticulous attention to detail and organization
• Strong knowledge of MS Word, Excel, and  Power Point
• Excellent interpersonal written & oral communications skills
• Strong negotiation skills 
• Excellent time management and organizational skills
• Ability to work independently and as part of a team
• Strong knowledge of accounting and budget practices