Vice President Education/Programming

Aspen Historical Society   Aspen, CO   Full-time     Professional
Posted on August 26, 2023
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Aspen Historical Society seeks a Vice President, Education/Programming with experience in team leadership, program oversight, adult and youth education, community events, administrative functions. Full time manage­ment-level position in a fun, interesting work­place. Health insurance and retirement plan. 

The Vice President of Education and Programs participates as part of the AHS management team. It is currently a diverse position encompassing oversight of all programming, adult and youth education, and non-development events. It also includes museum theatre performances, as well as budgeting and some in-house bookkeeping and human resources functions. This is a unique opportunity to assess and potentially adjust the structure and function of the department.

We seek a dedicated, friendly, and team-oriented person who is excited by working for a high-profile and dynamic community organization. We are looking for someone with strong community relationships who enjoys working with a diverse group of constituents. Our culture is collegial and creative with high professional standards. A passion for education, museums, and history is a must.

Candidates who do not have all the experience listed below should nonetheless apply if they feel they are a good match for the position. There will be opportunity to restructure the role and department to best meet the responsibilities.  

Preferred Qualifications

  • Knowledge of and enthusiasm for history and museums.
  • Experience in education, tour guiding, or theatre.
  • Strong community relationships.
  • Strong connection to the local Spanish-speaking community and fluency in Spanish.
  • A self-starter who is very organized and likes interacting with the public.
  • Management experience, adept at working with people and conflict resolution.
  • Experience with creating and managing budgets.
  • Willingness to work non-traditional hours for programs, special events, and museum hours.
  • Proficiency with QuickBooks.
  • Knowledge of program management software (such as Altru, Past Perfect, Raiser’s Edge, or Neon).

General Responsibilities

  • Managing the Education/Program budget.
  • Hiring and managing education and program staff.
  • Planning and executing special events, working collaboratively across departments to create a unified plan.
  • Spearheading the creation of annual budgets with input from management team.
  • Participate in planning for the new snowsports history museum at the Aspen Mountain Lift One base area.

Education Team Leader Responsibilities

  • Ongoing development of detailed knowledge of local history.
  • Develop annual education schedule and offerings and oversee implementation.
  • Update contact lists of teachers annually.
  • Schedule all field trips and school visits.
  • Schedule, staff, and facilitate “Characters of Aspen” program.
  • Collaborate with teachers to develop new programs that meet their needs.
  • Oversee Playing with the Past programming and scheduling.
  • Schedule and facilitate all Ute programming with local tribal member.
  • Oversee community staff trainings with various hotels, outfitters, governmental entities, and nonprofits.

Program Team Leader Responsibilities

  • Develop annual program and tour schedules and oversee implementation.
  • Develop, lead, and train new tours and programs with interpretive team as needed.
  • Schedule, staff, and invoice all private tours.
  • Supervise and schedule docent staff.
  • Manage internship program, including hiring process, training, scheduling, and supervision.
  • Obtain and maintain certification and membership in National Association for Interpretation (NAI).
  • Manage NAI memberships annually.
  • Prepare event permits and liquor license applications.
  • Review program income and budget.
  • Manage invoicing for summer usage in Ashcroft by third parties.
  • Train staff on all walking, docent, and custom/private tours.
  • Plan, execute, and participate in museum theatre performances.
  • Order and maintain costumes.
  • Review site maintenance requirements and plan for operational needs for budgeting.
  • Track all attendance numbers.
  • Engage in continuing education.
  • Configure all tours and programs in reservation/ticketing database.
  • Help with public space upkeep/maintenance.
  • Schedule housekeeper for Wheeler/Stallard Museum and Archives.

HR Responsibilities

  • Manage a staff of up to 12 full- and part-time employees, depending on season.
  • Prepare and complete intern and department new-hire paperwork.
  • Distribute background check information for department new-hires.
  • Review employee handbook with all interns and department new-hires.
  • Review HSA and health insurance invoices monthly.

Bookkeeping Responsibilities

  • Review budget monthly.
  • Assist in annual financial audit or review.
  • Prepare monthly reports for education/programming.
  • Prepare monthly financial reports for Board of Trustees.
  • Payroll recording in QuickBooks semi-monthly.
  • Make and record HSA deposit semi-monthly.
  • Record retirement plan deposits semi-monthly.
  • Make and record Aflac payment monthly.
  • Record investment account income in QuickBooks monthly.
  • Review and generate QuickBooks reports for other staff members as requested.
  • Annual budget planning and tracking with management team, prepare spreadsheet with QuickBooks actuals, and set up monthly budget in QuickBooks.
  • Review and clean up QuickBooks entries for consistency.
  • Review all deposits and enter in QuickBooks.
  • Code invoices and charges, pay bills, generate accounts payable checks, and record all in QuickBooks weekly.
  • Reconcile bank and credit card statements monthly.
  • Direct and provide support to outside bookkeepers.

Development Responsibilities

  • Research, write, and submit education/programming grants.
  • Provide supporting information for other grants.
  • Assist with donor recognition and other cultivation events.

Marketing Responsibilities

  • Review programming/event marketing materials for accuracy.
  • Deliver program schedule seasonally to marketing director.
  • Represent AHS at marketing functions, as needed.