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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 at the Saskatchewan Writers’ Guild for its national literary magazine Grain in the part-time term position of Business Administrator in the Regina office. The term is for 22.5 hours per week from February 9 until June 30, 2015, with a possibility of an extension into a permanent position.

Under the direction of the Executive Director and Program Manager of the SWG, the Grain Business Administrator works closely with the Editor and Layout Designer for the continued and successful operation of the magazine. TheGrain Business Administrator is responsible for ensuring Grain is published according to the production schedule, processes subscriptions, submissions and contributor contracts, prepares award submissions and grant applications, coordinating office procedures, advertising and distribution. For more information, please see: www.skwriter.com

Interested and qualified candidates please forward your résumé and cover letter to info@skwriter.com with Grain Business Administrator Application in the subject line.

Deadline for receipt of applications is 4:00 pm Friday, 30 January, 2015. We thank all applicants, however, only those selected for an interview will be notified.


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, the Business Administrator works closely with the Editor and Layout Designer, 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 and Layout Designer, 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 and Layout Designer, 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 and Layout Designer, 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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