OMA is currently seeking an energetic and self-motivated individual who is interested in helping expand, enhance, and grow OMA under the direction of its Board. OMA is currently accepting applications for a part-time, remote employee to fill the Administrative & Communications Coordinator position. For details and requirements, please see job description below.
If qualified, please email the following to
connect@oregonmuseums.org with the subject heading “Administrative & Communications Coordinator”:
- A cover letter stating your interest in Oregon’s museums and an explanation of your qualifications pertaining to this position’s duties and requirements.
- A resume indicating relevant qualifications and experience.
This position is open until filled, however, interested applicants are strongly encouraged to submit by April 7th, 2025.
About Oregon Museums Association
Founded in 1978, the Oregon Museums Association (OMA) is a nonprofit organization that provides resources and services to over 250 museums, cultural institutions and associated professionals throughout Oregon. OMA serves as an advocate for museums who actively promote the collection, preservation, exhibition, and interpretation of artistic, historic, scientific, and cultural materials, sites, practices, and ideas.
OMA’s mission is to empower Oregon's museums to thrive. Valuing inclusion and friendship, OMA strengthens connections throughout the Oregon museum community through:
- Lively discussion and networking at in-person events and via online media;
- Insightful programming and training at our annual conference and workshops;
- Targeted advocacy to advance the museum field.
Position Description
The primary function of this role is to provide administrative and communication support to the Oregon Museums Association (OMA) through the direction of OMA’s Board of Directors. Duties will include, but are not limited to, attending monthly board and committee meetings; bookkeeping; membership coordination; social media communication and website updating; supporting event coordination; managing email requests; design, printing, and mailing of printed materials. Please see position duties below for detailed tasks.
Essential Duties and Responsibilities
1. Print and Online Communications
- Develop and post content on OMA social media pages
- Research, compile, and send the Monthly Newsletter and additional email communications via Wild Apricot
- Maintain a shared communications calendar
- Draft and send timely and relevant email communications to OMA members
2. Membership
- Communicate with members via email, phone, etc.
- Coordinate and maintain membership renewal process and announcements
- Maintain current contact list for member emails
- Coordinate monthly membership reports with OMA’s Membership Chair
- Troubleshoot member website issues
3. Website
- Update content including but not limited to: Oregon museum news, job opportunities, announcements, OMA event postings, regional workshops, national studies, advocacy statements, funding opportunities, and national and regional news
- Post resource documents as needed
4. Annual Conference, Webinars, and Workshops
- Create registration forms (online and print) and oversee registration process
- Track and report on registrants
- Update website with event details (schedule, stipend information, sponsors, etc.)
- Manage nametags, catering, A/V needs, event signage, check-in, and other tasks as needed
5. Miscellaneous Administration
- Check and maintain email inbox(es) and OMA’s P.O. Box
- Maintain records and files in the OMA Google Drive
- Assist with preparation of OMA federal and state documents (tax forms, etc.)
- Attend OMA in-person annual conference and board meetings as required
- Attend monthly board meetings and record the minutes in the Secretary’s absence
6. Bookkeeping (minimal)
- Receive payments, pay invoices, and make deposits
- Maintain/reconcile accounts
- Prepare financial reports in coordination with OMA’s Treasurer
Knowledge, Skills, Abilities, and additional Requirements:
- Must have reliable access to internet connection
- Self-motivated and highly organized
- Enthusiasm for OMA's core values, mission, and a commitment to DEAI
- Travel required for OMA’s in-person annual conference, programming, and workshops
- Familiarity with or willingness to learn software such as Google Suite, Wild Apricot, and social media platforms
- Works well without direct supervision
- Present and communicate professional demeanor when acting on behalf of OMA
- Must be able to compose professionally written documentation and communications
- Flexible availability
- Preference for residence within Portland Metro Area
- Familiarity with non-profit organizations and/or museums
Financial Compensation and Summary of Hours Needed
Compensation will be provided in the form of OMA checks or PayPal payments to be paid on a monthly basis. The payment rate will be $22.00 per hour. The Administrative and Communications Coordinator in collaboration with OMA President will determine the exact number of hours necessary to complete the above tasks. An average week will entail 12 hours of work with the possibility of more during special events, annual conference, etc. A detailed record of tasks completed and amount of time required will be logged by the Coordinator and sent to the Treasurer by the 10th of each month.
