American Academy of Arts and Sciences

136 Irving Street
Cambridge, MA 02138

Date Posted:
October 26, 2018

Eastern Massachusetts



Membership Information and Elections Associate


Headquartered in Cambridge, MA, the American Academy of Arts & Sciences is one of the nation’s most prominent learned societies and independent policy research centers.Each year, the Academy elects approximately 200 new members who are leaders in all fields and professions.

The nomination and election process is run by the Membership Information and Elections (MIE) department, which processes over 1,000 nominations each year and conducts 30-50 membership election conference calls culminating in the election of the new honorees. The MIE department also serves as the primary information hub regarding Academy members. The MIE team is seeking a new position of Membership Information and Elections Associate to organize all aspects of the annual nomination and election process as well as data inflow and output.


  • Provide administration of the Academy’s membership database including, but not limited to:

  • Maintaining effective data maintenance and database standards.

  • Conduct periodic data review for accuracy.

  • Conduct data queries.

  • Provide training and assistance to other departments in proper database usage, organization, and retrieval.

  • Manage nomination and election logistics.

  • Review nominations to ensure the accuracy and thoroughness of the Academy ballots.

  • Coordinate election materials for committee review, committee meetings, and conference calls.

  • Oversee the scheduling of 30-50 membership and election conference calls.

  • Draft correspondence to members as necessary.

  • Work with the director, to plan and implement membership initiatives and special projects.

  • May supervise the Operations assistant on Membership-related projects or delegated tasks as well as supervise temps or other part-time staff.

  • Additional responsibilities as assigned.


  • Bachelor’s degree required

  • Experience organizing, systematizing, and retrieving database information

  • Close and careful attention to detail.

  • Must possess initiative, outstanding oral and written communication skills, organizational skills, interpersonal skills, and proofing and editing skills.

  • Demonstrated experience in managing multiple activities and tasks in a high tempo environment.

  • Ability to learn quickly, prioritize, and work accurately with little supervision.

  • Ability to creatively problem-solve and be flexible to work in a changing environment; comfortable with nuance

  • Strong interest and skill in fact-finding and research-based projects.

  • Facility with learning names and accuracy in presenting them.

  • Must be able to handle confidential information appropriately, and to engage with Academy members in a patient, poised and diplomatic manner.

  • Proficiency in database querying, Microsoft Office (Excel,Outlook, Word), Adobe Acrobat, various document processing and database applications, and internet searches.

  • Desired qualifications also include:

  • Experience working in an academic environment, preferably in a college admissions, library, or registrar setting.

  • Ability to effectively interact with a diverse, distinguished membership base.

  • Ability to exhibit a proactive, positive client focus

How To Apply:

Please submit application materials through the form linked below:


Apply by:
November 30, 2018
$55,000 - 65,000
About this Organization:
The American Academy of Arts and Sciences, founded in 1780, is one of the country’s oldest and most prestigious scholarly organizations. The Academy is an independent policy research center that conducts multidisciplinary studies of complex and emerging problems.