Careers with The Filson Historical Society

The Filson Historical Society, founded in 1884, is a privately-supported historical society dedicated to preserving the history of Kentucky and the Ohio Valley Region. We have serve the public through our extensive library, varied museum artifacts, and our special collections department that includes over 2.1 million original manuscripts, letters, diaries, photographs, architectural records, and portraits.  Our collections form a regional educational resource that attracts national and international researchers.

We are an organization dedicated to providing continuing adult education in the form of quarterly peer-reviewed academic journal – the Ohio Valley History, quarterly magazine publications, weekly lectures, historical tours, art exhibits, reading-and-discussion groups, weekend-long conferences and field institutes and excursions.

The Filson Historical Society is a member-supported 501(c)(3) non-profit organization, an equal opportunity employer, and provides its employees with industry competitive salaries and a comprehensive benefits package that includes health, life and disability insurance; a contributory retirement plan; paid holidays; and generous medical leave and vacation.

For general information regarding career opportunities, please contact The Filson Historical Society at (502) 635-5083 and ask for Marian Salmon.

Career Opportunities

Facilities and Technology Manager

Summary

This is an administrative position responsible for supporting the organization’s facilities and technology systems. This position oversees scheduling, tracking, work performed by contract vendors, seeking quotes for projects and equipment, ordering equipment, managing special projects, and reviewing invoices. Some elements of this position require hands-on work. This position reports to the CFO/COO. It is a full time position with benefits, working normal business hours, Monday through Friday. There will be occasional needs to flex time to address an issue on a night or weekend.

Duties

  • Oversees contracts and works with vendors for facilities management including HVAC, custodial, lawn/snow, etc.
  • Makes daily rounds of building and grounds to ensure all is in clean working order and needed corrections are made
  • Develop emergency protocols and train staff in appropriate steps to take in various emergencies
  • Enforces safety procedures to ensure safe operation of equipment and employee safety
  • Maintains inventory of maintenance supplies, materials, and equipment
  • Maintains inventory and spreadsheet of inventory of office equipment including printers, workstations, servers, phones, etc., and details regarding these items
  • Formalizes preventive maintenance program and ensures compliance
  • Coordinates and schedules equipment maintenance
  • Troubleshoots equipment problems and prepares estimates as appropriate for repairs, including equipment, materials, time, and staffing
  • Assists in planning of office relocations and construction with staff, management, and contractors
  • Receives and manages work requests from staff
  • Manages contracted repair projects from start to finish, including routine reporting, contract compliance, general oversight, completion, etc.
  • Oversees security systems, including keying, arming/disarming systems, cameras, fire protection, incident management, etc.
  • Maintains approximately 30 workstations with appropriate updates to operating systems, antivirus software, and other updates as needed
  • Manages user information and security in Active Directory and email systems
  • Oversees audio visual system and assists with setup for programs, troubleshooting, etc.
  • Works with technology vendors to ensure proper server maintenance, administration, etc.
  • Administer online systems/databases, including phone system, HVAC scheduling, backups, etc.
  • Assist with employee onboarding pertaining to facilities and technology

While this is largely an administrative position, this position is expected to perform hands-on tasks that assist in upkeep of the facility and technology systems. These tasks are usually light in nature, infrequent, and may need to be performed in partnership with a colleague. Examples of Hands-on Work:

  • Picking up garbage on campus; breaking down boxes
  • Moving packages from one area of campus to another
  • Putting together furniture
  • Using a ladder for replacing light bulbs or clearing visible dead animals from view from the pedway
  • Minor troubleshooting and repairs
  • Setting up workstations, printers, other office equipment
  • Assists Filson staff with moving, lifting and placement of furniture and materials
  • Cleaning up of spills, glass breakage, tree debris, etc. as needed
  • Salting/shoveling walkways and entrances as needed

Additional Responsibilities

  • Provides backup coverage on the front desk
  • Provides assistance to visitors, staff, and others as necessary
  • Performs off campus errands, such as pick-ups and deliveries
  • Performs other duties as requested

Job Requirements

  • Strong sense of customer service & knowledge of customer needs, internal and external
  • Background in managing projects from an administrative perspective, including developing tracking mechanism, follow through, and creating opportunities for increased efficiencies and/or financial savings
  • Learn internal operations and systems and retain information in an organized and accessible manner
  • Willingness to take initiative and solve problems proactively
  • Know when to seek guidance and elevate problems
  • Ability to lift and carry objects weighing up to 25 pounds, or more with assistance
  • Ability to work occasionally in poor weather conditions, including heat, cold, rain, or snow
  • Reliability and timeliness

Interested individuals should send their letter of application, resume, and three professional references (with names, addresses, emails, and telephone numbers) to Marian Potter, CFO/COO at filson@filsonhistorical.org. Note: references will not be contacted without prior approval from candidates.

Part-Time Event Assistant

 Summary

Assist with events and grounds at the Filson, especially during nights and weekends, on an as-needed basis.

 Duties

  • Set up and take down chairs and tables for events (including meetings, rentals, lectures, receptions, and other programs)
  • Perform grounds-keeping tasks, including picking up trash, weeding, sweeping, shoveling, salting, etc.
  • Place event signage, traffic cones, and direct parking for large events
  • Provide oversight of protected spaces such as exhibit halls or historic buildings
  • Clean up after events, including breakdown, sweeping, taking out trash, gathering linens and other table items, wiping down surfaces
  • Monitor vendor load-in and load-out for events; provide any necessary vendor monitoring or liaison services during events
  • Maintain clean and orderly storage areas
  • Operate Audio Visual systems (training provided)
  • Take tickets and registrations at the door for programs
  • Serve food and beverages as requested for Filson events/programs (this is not a requirement for outside rentals such as weddings or corporate meetings)
  • Other duties as assigned

 Job Requirements

  • Be reliable, punctual and willing/able to work weekend and evening hours
  • Provide friendly, warm, and prompt customer service
  • Lift and carry objects weighing from 15 to 45 pounds, or more with assistance
  • Support the Filson’s mission and abide by the code of ethics, policies, and procedures

Since our founding in 1884, The Filson Historical Society’s mission has been to collect, preserve, and tell the significant stories of Kentucky and Ohio Valley history and culture. In order to best support the mission, all employees are expected to make contributions to daily operations that are not explicitly stated within the scope of their job title or department duties. To that end, all jobs include the requirement to participate in duties that cross over departmental lines and are in the interest of the overall health of the organization and beauty of the campus.

Interested applicants should submit a letter of interest along with their resume to filson@filsonhistorical.org using the subject line “Part-Time Event Assistant.” Because of the nature of this position being on call and part time mostly nights and weekends, we will fill 3-4 positions on a rolling basis and are looking for hours starting in early- to mid-August.


Volunteers, Welcome to The Filson Historical Society!

Volunteering is a great way to learn more about history while helping to preserve the past for the enjoyment of future generations.  Meeting new people, learning and sharing information, and making a real contribution to The Filson are just a few of the benefits volunteers can receive for their time and effort.

At The Filson Historical Society, volunteers provide connections to the past and insights into the present.  Volunteers provide personal attention to visitors, perform behind-the-scenes assistance to our Library and Collections, and work with the public in education and programming events … all by contributing their unique talents, skills and life experiences, and their knowledge about our community, our commonwealth and the Ohio Valley region.

The Filson Historical Society is committed to encouraging volunteer involvement at all levels in the organization. Please see our current volunteer opportunities below:

Volunteer Opportunities at The Filson

Docents

The Filson is seeking volunteer docents to give tours of the exhibits and the historic Ferguson Mansion. Initial and ongoing training for docents will be provided.

If you have the following attributes, you should consider becoming a docent:

  • A passion for connecting the public to local history
  • Great public speaking skills
  • Interest in local history and art
  • Punctual and reliable

It’s an exciting time at The Filson—join us!

For more information regarding volunteer opportunities, please contact Sarah Bruns at 502-635-5083 ext. 235 or email sarah@filsonhistorical.org.