Deputy Director

Job Overview

The Deputy Director plays a key leadership role in the administration, operations, and finance of the American Studies Association (ASA). This position is responsible for overseeing the organization’s human resources (HR), business operations, IT, financial management, conference planning, and membership engagement. The Deputy Director works closely with the Executive Director and other stakeholders to ensure the organization’s operational effectiveness and adherence to established policies, procedures, and financial goals.

This is a highly collaborative and multifaceted role ideal for a seasoned operations and finance professional with a strong track record of developing programs and a passion for supporting scholarly communities and nonprofit organizations.

Key Responsibilities

HR Management

• Oversee payroll processing and maintain compliance with relevant tax and employment regulations.
• Manage the 403b retirement plan, including regular contributions and collaboration with Third-Party Administrator (TPA).
• Implement and manage employee files, paperwork, and policies in accordance with legal requirements.
• Review and recommend updates to employee benefits offerings to ensure competitiveness and compliance.
• Ensure compliance with HR-related laws and regulations.
• Maintain accurate employee leave balances.

Business Operations

• Oversee corporate registration, payroll-related reporting, tax exemptions, and service of process to ensure compliance with state and federal laws.
• Manage various insurance policies (D&O, EPLI, P&L, WC, Media) including assessments, renewals, and compliance tracking.
• Maintain and recommend updates to operational systems such as email, phone, mail, and shared drives.

IT Management

• Maintain an up-to-date inventory of ASA’s software and hardware systems.
• Recommend IT service continuation, cancellations, and additions.
• Oversee data security and ensure the integrity of the organization’s technical infrastructure.
• Track and manage all ASA system logins and access to ensure security and operational efficiency.

Finance & Accounting

• Ensure the accurate and timely processing of Accounts Payable (A/P) and Accounts Receivable (A/R).
• Oversee the contract bookkeeper and ensure monthly close deadlines are met with accurate financial data.
• Assist the Executive Director with budgeting, financial forecasting, and reporting, including preparing materials for monthly and quarterly financial reviews.
• Manage grant management processes, including tracking restricted funds, preparing financial reports for grants, and ensuring compliance with funders’ requirements.
• Coordinate the preparation and filing of Form 990 in collaboration with the Executive Director and outside accountants.
• Conduct financial analysis and develop regular financial reports to be shared with the ED and Board.

Conference Planning & Management

• Lead conference planning activities, including setting and meeting deadlines, managing logistics, and overseeing conference-related operations.
• Coordinate and manage conference reception activities, including plan for securing sponsors, planning menus, and meeting budget goals.
• Secure conference exhibitors, sponsorships, and advertising, oversee exhibitor management, and ensuring financial targets are met.
• Coordinate conference registration and manage volunteer recruitment and training.
• Oversee the development of conference schedule, ensuring it is timely, accurate, and communicated effectively to members.

Membership Engagement

• Track membership trends and provide strategic recommendations for membership growth and retention.
• Manage relationships with ASA chapters, caucuses, and committees, ensuring effective communication and support.
• Coordinate with the Executive Director on membership renewals, outreach, and updating membership benefits.
• Contribute to the member newsletter, develop engagement initiatives, and track the effectiveness of membership programs.

Program Development & Member Services

• Collaborate with the Executive Director, ASA members, and staff to assess and enhance ASA’s programs to better serve the evolving needs of members.
• Lead or support the development, implementation, and evaluation of member-facing initiatives such as professional development opportunities, resource creation, and virtual or in-person programming aligned with ASA’s mission.
• Use data and member feedback to recommend new services, refine existing offerings, and ensure accessibility, inclusivity, and impact across the association’s programs.
• Coordinate with the Board, committees, caucuses, and chapters to identify opportunities for improved engagement, support, and collaboration within the ASA and with affiliated and aligned organizations.
• Ensure that administrative, financial, and operational systems support the successful execution and sustainability of ASA programs.
• Contribute to strategic planning related to member services, organizational growth, and long-term program sustainability.

Grants & Fundraising Support

• Support the Executive Director in the identification, writing, and management of grants.
• Maintain records of grant applications, submissions, and outcomes.
• Assist with tracking funding progress and reporting to ensure compliance and timely submission of deliverables.

Board Support

• Assist in preparing Board meeting packets, maintaining Board records, and ensuring the effective onboarding of new Board members.
• Help facilitate Board policy development and ensure leadership materials are current and effective.
• Provide logistical and administrative support for Board meetings and retreats.

Qualifications

Experience:

• At least 5-7 years of experience in nonprofit administration, operations, and finance.
• Experience managing budgets, finance, and operational systems for a small non-profit.
• Experience developing and managing new and complex programs in a national and/or statewide context.
• Experience working in higher ed, preferably in an administrative role.
• Experience managing staff, leading teams, and coordinating projects with large, distributed bodies of stakeholders.
• Experience managing volunteers and developing volunteer team-led projects.

Skills:

• Proven leadership and project management skills, with an ability to manage multiple projects simultaneously.
• Strong written and verbal communication skills, with the ability to work effectively with internal and external stakeholders.
• Advanced proficiency in financial software, HR systems, and database management.
• Familiarity with conference planning, event management, and logistics.
• Ability to analyze and interpret data, prepare reports, and make recommendations based on data insights.
• Meticulous attention to detail.
• Strong relational skills and a passion for developing and sustaining partnerships.
• Knowledge of US higher education landscape and ecosystem and understanding of the needs of scholars, teachers, and students in the humanities.

Education

• Bachelor’s degree.
• MA or PhD in American Studies or allied field preferred.

Preferred Qualifications

• Experience in a scholarly association or membership-driven nonprofit.
• Knowledge of 403b retirement plans, tax-exempt status, and nonprofit compliance.
• Familiarity with fundraising practices, grant writing, and donor management.
• Experience in HR compliance and implementing employee benefit programs.