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SWG Seeks Grain Business Administrator for a Term Position

The Saskatchewan Writers’ Guild seeks an enthusiastic self-starter to join the team as part-time Business Administrator for Grain, the journal of eclectic writing. The Business Administrator works closely with the editor to ensure the continuous, timely production of this award-winning literary journal. Working from the Saskatoon office, this individual will have an interest and preferably experience in arts administration and publishing, be comfortable using databases and other office software, be web savvy, and have a keen eye for detail. The business administrator is responsible for circulation, marketing, general office functions, tracking finances, and communicating with the public via traditional methods and online. The business admin works closely with the editor on matters including production and grant-writing and reporting. We’re looking for a detail-driven, enthusiastic and business-minded individual with excellent communication skills.

Applicants are encouraged to submit résumés to by 4:00 pm, February 21, 2014. This term position commences immediately and continues until October 31, 2014, with a possibility of an extension.

The SWG wishes to thank all individuals who apply for the position, but only those candidates selected for an interview will be contacted.


Full Job Description
The Grain Business Administrator is responsible for office procedures, financial administration and several core publishing functions for Grain Magazine. Under the direction of the Executive Director and Program Manager of the SWG and the immediate supervision of the Grain Editor, the Business Administrator works closely with the Editor, collaborating on a variety of tasks necessary for the operation of the magazine, including grant writing, business planning, and implementing marketing initiatives. The Administrator must juggle multiple priorities and deadlines, have knowledge of budgeting and bookkeeping, be computer literate and have excellent skills using Microsoft Office (Word, Excel, and Access). A keen eye for detail and a sense of humour are also required. Familiarity with the magazine publishing industry and experience using Adobe products (InDesign, Photoshop, and Dreamweaver) are assets.

Duties & Responsibilities:

 maintain day-to-day office procedures (logging manuscript submissions, general filing, processing mail, supply ordering, etc.)
 communicate with subscribers, funders, contributors, Guild members, and the general public
 liaise with the Program Manager as the supervisor of all Guild programs and network with other Guild staff as may occasionally be necessary
 administer and maintain Grain’s central database
 in collaboration with the Editor, oversees and collaborates with administrative staff. Liaises with the SWG office to ensure human resource obligations are fulfilled in a timely manner and in accordance with established SWG policies
 ensure all materials are edited, proofread and approved by the Program Manager or Executive Director  before submitting for printing, publishing, posting or mailing
 prepare board, funder and other reports for Executive Director as requested

 prepare and track Grain’s financial transactions
 liaise regularly with the SWG Accountant to ensure SWG financial policies are followed and maintained
 monitor finances, and prepare budgets and forecasts under the direction of and in coordination with the Editor, SWG Executive Director, Accountant and Program Manager
 in conjunction with the Editor and Program Manager and/or Executive Director, prepare and submit grant applications and required reports
 research and secure sponsorship opportunities and alternate revenue sources
 log and track contributor contracts

Circulation & Marketing
 implement Grain’s circulation strategy through the use of renewal initiatives, direct mail campaigns, website sales, and other initiatives as necessary
 record, monitor, and distribute subscription and single-issue sale copies
 research and implement new sales and distribution opportunities
 in conjunction with the Editor, plan, administer, and implement marketing and advertising strategies and organize special initiatives and events (e.g., issue launches)
 coordinate Grain’s annual Short Grain Writing Contest
 administer Grain’s online and social media presence (e.g., Twitter, Facebook, website, Google+)
 prepare and submit entries to eligible magazine and writing awards programs (e.g., the National Magazine Awards)

 in conjunction with the Editor, formulate the production schedule and determine deadlines accordingly
 monitor the production process, liaising with the necessary parties (printer, mailing house, distributor, advertisers, etc.) as required, to facilitate the smooth and efficient printing and distribution of the magazine

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