POSITION TITLE: Administrative Manager (Full Time)
LOCATION: Nashville, TN
ORGANIZATION: International Bluegrass Music Association
The International Bluegrass Music Association (IBMA), is a 501(c)(3) nonprofit association that exists to connect and educate bluegrass industry professionals, empower the bluegrass community and to promote and market the genre worldwide. Formed in 1985, IBMA has evolved into a thriving organization that boasts more than 2,200 members in 50 states and 30 countries around the world who are passionately involved in the business and community of bluegrass music.
The association offices are in Nashville, TN, and IBMA is responsible for the industry’s largest event – IBMA World of Bluegrass, a combination business conference, artist showcase, awards show, and music festival, which is held annually in Raleigh, NC. IBMA believes that diversity and inclusion are essential to the well- being and continued growth of bluegrass music and communicates with members and the entire bluegrass community in various ways, including press releases, website posts, newsletters, and social media channels that have more than 120,000 combined followers.
The IBMA is the non-profit music association that connects, educates, and empowers bluegrass professionals and enthusiasts, honoring tradition and encouraging innovation in the bluegrass community worldwide.
JOB RESPONSIBILITIES:
- Serve as initial point of contact with IBMA with responsibility for phone system, general email box, provide timely responses and feedback mechanism for IBMA team
- Develop, review, and improve administrative systems, policies, and procedures
- Manage association office and ensure it is organized and stocked with necessary supplies and that all equipment is working and properly maintained
- Work with Executive Director to set budgets, monitor spending, and process expenses
- Plan, schedule, and promote office events, including meetings, recordings, orientations, and training sessions
- Collect, organize, and store information using computers and filing systems
- Oversee special projects and track progress towards association goals
- Maintains merchandise and online merchandise store
- Analyze, recommend, and implement supportive business solutions – including office equipment, phone systems, file storage, backups, association software/hardware
- inventories and applications through the lens of technology efficiencies
- Coordinate with outside vendors
- Identify and eliminate duplication, outsourcing opportunities, streamlining, centralizing, business improvement processes, association improvement processes, and/or vendor selection
- Set up and maintain virtual/hybrid events as necessary
- Coordinate with third parties and team regarding invoicing systems and internal controls; ensure timely account reconciliation
- Act as IBMA team liaison for assigned member committees and task forces; prepare minutes and report to Executive Director
- Prepare regular reports as assigned by Executive Director
- Performs duties as assigned at IBMA World of Bluegrass®
- Other duties as assigned
QUALIFICATIONS/SKILLS:
- Excellent customer service and responsiveness skills
- Experience using software applications in support of business operations
- Project management tasks, tools, and complex business processes
- Ability to support and track project progress
- Organizational skills and attention to detail
- Excellent written and verbal communication skills
- Experience working with deadlines in a fast-paced environment
EDUCATION/EXPERIENCE:
- Bachelor’s degree preferred, or equivalent combination of education, training, and experience
- 3+ years of related experience in office management
- Experience with non-profit organizations preferred sales or marketing experience
- Proficiency with computers, including Microsoft Office (Excel, PowerPoint, Word) and databases
- Exceptional time, task, and resource management skills
- Strong problem solving, critical thinking, and verbal and written communication skills
- Ability to plan for and keep track of multiple projects and deadlines
- Interest in bluegrass music and stakeholders, as well as an overall understanding of the broader music industry a plus
BENEFITS:
IBMA’s benefits package consists of vacation, health, vision, dental insurance, and a matching percentage toward a 401k retirement account.
CONTACT INFORMATION:
Interested candidates should submit a cover letter and résumé to [email protected].
Pat Morris, Executive Director
International Bluegrass Music Association
