Assistant Convention Manager/Convention Manager

The Music Library Association is seeking an Assistant Convention Manager/Convention Manager.   The term of service will begin 1 July 2010.  Initial appointment is one year, with reappointment possible up to a total of four years.  The first two years are spent as Assistant Convention Manager; the third and fourth years are spent as Convention Manager.

The Convention Manager (CM) and Assistant Convention Manager (ACM) are authorized by the President and the Board to coordinate and oversee the planning of national conventions of the association.  The ACM accompanies the CM on site inspection/hotel negotiation trips and manages all facets of exhibits and advertising for the convention.  The CM oversees all convention details and is responsible for onsite management of national conventions.  The CM serves as liaison between the Program Committee chair, the chair of the Local Arrangements Committee and its budget officer, the publicity officer, the chair of the Education Committee (if a pre-conference workshop is being planned), the Treasurer/Executive Secretary and the Board.  The CM negotiates with hotels for future conventions, signs contracts (countersigned by the President) to secure accommodations for meeting and sleeping rooms and makes all solicitations and arrangements concerning exhibitors whose publications, products and services are displayed at conventions.  The position demands heavy involvement, especially in the early fall when the Convention Budget is prepared and exhibitors/advertisers are solicited, and during the two months prior to the annual convention, with lesser involvement throughout the year.

 ACM duties include: solicitation of exhibitors and program advertisers for the annual convention, maintaining a master list of exhibitors/ advertisers, and overseeing all aspects of exhibits for the convention.  This includes communications/negotiations with decorating/drayage firms, security firms, and telephone/internet/electrical services, and on-site management of the exhibit area during the convention.  The ACM also is responsible for conference signage.  The ACM works closely with the CM, consulting whenever necessary to become familiar with the duties and responsibilities of the position.  In addition, the ACM is responsible for maintaining, revising and updating MLA's Convention Manual, in consultation with the CM.

CM duties include: site inspection, reporting findings/recommendations to the Board, and hotel contract negotiations, communications with the hotel's sales staff, coordination of the work of the Program Committee and Local Arrangements Committee, assigning meeting rooms; communications with the hotel's catering/banquet service, the A-V service, the photocopy service, and other services as necessary.  The CM prepares the convention budget, working with the Program Committee and the Local Arrangements Committee, and attends the fall meeting of the MLA Board.  The CM has final responsibility for on-site management of all facets of the convention, reports to the membership at the annual convention on recent, current and future national conventions, and confirms and submits all bills to the MLA Treasurer/Executive Secretary. 

Five years’ experience as a music librarian; membership in the Music Library Association, with good understanding of its organizational and annual convention structure; administrative experience with good organizational and management skills; ability to set and meet deadlines; budgeting experience; effective communication skills in person, on the phone and in writing; availability for business trips of 2-3 days duration 3-5 times per year; availability to attend all annual conventions for a full week; good computer skills including word processing software and spreadsheet management with access to a high quality printer, internet access, fax machine, and electronic mail. Skills in database management software and availability of institutional support are highly desirable.

The CM and ACM receive support for expenses required to carry out the responsibilities of the position (travel, telephone, postage, etc.) and honoraria. Honoraria are determined annually by the Board of Directors.

Send letter of application, résumé, and names and contact information for three professional references via mail or email to:

Nancy Nuzzo
University at Buffalo
Music Library
112 Baird Hall
Buffalo, NY 14260-4750
(nuzzo@buffalo.edu)

Interviews will be held at the annual conference in San Diego. Members of the search committee are: Nancy Nuzzo, chair; Leslie Bennett (lbennett@uoregon.edu), and James Zychowicz (James.Zychowicz@areditions.com).

Recommendations for candidacy are welcome and may be sent to any member of the search committee.