Job Posting:
Zimfest Association Administrative Assistant

January 12, 2010

Zimfest Association will hire a person to serve the Association — a Zimfest Association Administrative Assistant — on a trial basis, for up to two years. If you are interested in the position, send a letter of interest and resume via email to job [at] zimfest {dot} org by February 20, 2010.

Job Description

General Job Description

This is a quarter-time position on a trial basis for up to 2 years with funding for the position coming from existing revenue as well as future revenue from member fees, festival proceeds and other fundraising. All work is to be in conjunction with and with the support of the Zimfest Board.

A member of the Board will be assigned as the liaison and primary contact with the position. Depending on the issue, different members of the Board may work with the Zimfest Association Administrative Assistant to support and help develop the position.

Regular evaluation and reassessment will be carried out during the trial period to allow both the Board and the Zimfest Association Administrative Assistant to propose and implement changes. Either or both parties can choose to terminate the position with 30 days notice.

Specific Job Description for First Year of Position

  • Read through all the physical and online archives for all past Zimfests.
  • Organize and synthesize the physical archives of past Zimfests and compile a brief report on each Zimfest that will be available for future festival organizing committees so that information may be more easily obtained when necessary.
  • These reports on each Zimfest will detail the following: proposed and final budgets, size of festival (# of participants), names of teachers, site info (housing, meals, concert venues, etc.), workshop info (total number and how many in each category - mbira, marimba, etc.), names of all bands that performed (afternoon and evening), marketplace details, copy of registration and festival guide for each festival and any other information that is important.
  • Update and further expand the current notebook for festival organizing committees.
  • Develop procedures and guidelines for this notebook with help from the Board.
  • Develop and implement the Membership Organization with help from the Board.

Zimfest Membership Coordinator

  • Create membership system as set in the Bylaws and further specified by the Board.
  • Track income and report at least monthly to the Board.
  • Communicate at least annually with members.
  • Send out renewal reminders, acknowledgement of dues received, etc.

Festival Support

  • Participate in the meetings of the Zimfest Organizing Committee and ensure that current Board Zimfest guidelines are understood and followed.
  • Review current festival guidelines and propose changes to Board as needed.
  • Communicate regularly with the Organizing Committee and the Board using email, Skype, and phone as appropriate.
  • Set up and maintain systems for festival organizing committees that are easy to work with and that are consistent from year to year.

Requirements and Information About the Job

Required Skills and Experience

  • Excellent communication skills (between Board and Organizing Committee, with membership, with potential members)
  • Access to a computer with high speed internet
  • Basic office suite skills (word processing, spreadsheets, database, email), Skype, Quickbooks
  • Ability to work with the Board and the Organizing Committee to develop the job on a continuing basis
  • Needs experience with event coordination — experience organizing Zimfest preferred
  • Grant writing skills and/or experience preferred
  • Attendance at Zimfest a requirement
  • Must be highly organized
  • Must keep time sheet to track hours and tasks so that position can be evaluated
  • Needs very little supervision
  • Must be a U.S. citizen

Accountability

A contract will be written between the Zimfest Association and the Zimfest Association Administrative Assistant. The contract will specify specific timelines and goals to be accomplished as well as how often evaluations will take place. A Board liaison will be established to work with the assistant to answer questions and concerns that emerge between Board meetings. The Zimfest Association Administrative Assistant will email regular reports to the Board (membership data and Zimfest info). The Zimfest Association Administrative Assistant will be available at each Board Meeting to report and answer questions. The Board as a whole will evaluate the position based on results.

Compensation

Start with a salary of $400 per month = $5,000 maximum per year. Because this is a brand new position, we don't know how many hours are involved, so if there is very little to do, or way too much, we both need to be able to renegotiate. Salary payments will be made on a regular basis as set up in the contract. The position will be a contractor position and the person in this position will be responsible for filing all their tax returns. Zimfest Association will send form 1099 to the IRS at the end of the fiscal year for money paid to this position.

If you have questions or comments, please contact us via email at board [at] zimfest{dot} org

Regards,

Zimfest Association Board of Directors

See also: Zimfest Association, Zimbabwean Music Festival, and the rest of this web site