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Awards Administrator Job Description
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GCLS Awards Administrator Job Description and Requirements


The awards administrator ensures the smooth running and delivery of the GCLS Awards Program. This includes recruiting, training and managing judges; reviewing and managing nominations; validating finalists and winners; awarding winners at the annual Awards Ceremony; and other related tasks.


This is a volunteer position for a two- to three-year term as determined by the GCLS Board of Directors.


There are no limitations on the geographical location of the awards administrator, although at least one member of the awards team should be located in the U.S. for the purposes of managing the receipt and delivery of physical books from nominators to judges.

Job Description

  • Review dates, deliverables and agree on changes to the awards with the GCLS Board at the beginning of the awards season.
  • Review, edit and publish updated versions of documents including Deadlines, Eligibility, Awards Categories, Roles & Responsibilities, Nomination Process, Judging Process, Judges’ Agreement, training materials and other awards related documents.
  • Respond to, and follow up on, all awards inquiries.
  • Issue Call for Judges and Call for Nominations.
  • Responsible for the recruitment, selection and assignment of judges in the judged categories.
  • Ensure judges have access to nominated books, evaluation forms, training, guidelines and support necessary to complete the judging process.
  • Manage and approve award nominations including reviewing eligibility, ensuring all required information and materials are provided, and the nomination fee has been paid.
  • Coordinate with Awards Liaison on updating the GCLS website.
  • Coordinate with Awards Liaison on opening up and collecting votes for the popular choice awards.
  • Provide regular updates and reports to the Awards Liaison.
  • Review accuracy, completion and fairness of evaluations.
  • Upon completion of the judging or voting processes, compile scores to determine finalists and winners in each category.
  • Work with the Awards Liaison to order and check awards.
  • Together with the Awards Liaison, create the awards presentation to be used at the Awards Ceremony.
  • Maintain an auditable record of the awards process.


  • Familiarity with the GCLS Awards Program and/or general familiarity with lesbian literature, authors and publishing.
  • Familiarity with administrative duties and willingness to adapt to, and learn, new processes and functions.
  • Demonstrate understanding of online data systems, and willingness to learn protocols related to the online awards system, OpenWater.
  • Proficiency with standard programs, including Gmail, Word, Excel, PowerPoint and/or equivalent.
  • Experience with survey systems such as SurveyMonkey, membership systems such as YourMembership, and html desirable.
  • Excellent communication skills, with the ability to communicate confidently at all levels.
  • High level of motivation, independence and accountability to complete required tasks in a timely manner.
  • Demonstrate a commitment to ensuring the GCLS Awards Program is conducted in a fair, ethical and professional manner.

Other Requirements

  • Membership of the GCLS is not required however the individual must be committed to the GCLS mission of recognizing and promoting lesbian literature.
  • The role of Awards Administrator is not open to any member of the Board of Directors.
  • The role of Awards Administrator is not open to publishers, employees of publishers, or authors who have books published one year before, during, and one year after the awards administrator term.
  • Subject to the above, current year judges may apply for the position of Awards Administrator. However, appointment to the role will be deferred until judging is complete and results ratified.
  • Unless there are extenuating circumstances, Awards Administrators are required to attend the GCLS Annual Conference. As such, they will be provided one full-access conference ticket as well as two nights’ hotel accommodation, free of charge. Awards Administrators are eligible to apply for conference scholarships.



Last update: December 2017



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