Office and Outreach Manager

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The Center for Media & Democracy (CMD) is currently accepting applications for the position of Office and Outreach Manager. This full-time position, based in Madison, WI, is perfect for a candidate with superior office and organizational skills who also has an interest and commitment to the mission of CMD. The Center is a non-profit, public interest organization that strengthens participatory democracy by investigating and exposing spin and propaganda, and by promoting media literacy and citizen journalism.

Candidates should submit a cover letter and résumé by the end of the business day on Friday, December 16, 2005. No phone calls, please. Materials may be submitted by mail to:
Hiring Committee
CMD
520 University Ave, suite 227
Madison, WI 53703

Or by email to: editorATprwatch.org (please replace AT with @) Please note “OOM application” in the subject line.

Office and Outreach Manager Job Description

The Office and Outreach Manager (OOM) will be responsible for the CMD office running efficiently and effectively. S/he will also be responsible, with direction from other CMD staff members, to publicize the work of CMD. This position will report directly to the Development Director. The OOM’s duties fall under the following categories:

Administration
The OOM will oversee the successful day-to-day functioning of the CMD office. This area of responsibility includes but may not be limited to the following specific duties:

• maintain CMD databases in an accurate and timely manner. This specifically entails:
  • be primary staff member responsible for keeping the CMD databases up-to-date, processing subscriptions and donations, and mailing Center publications;
  • ensure that subscription information for PR Watch is accurately and consistently maintained in the database;
  • enter on-line donations;
  • managing temporary redundancies in system as data is moved to a new database system;
• attend all staff meetings and be responsible for accurate minutes being taken and made available to staff;
• monitor, maintain and order all office supplies, including postage;
• serve as point-person for office equipment information, warranties, etc.;
• log and photocopy checks for subscriptions, book purchases and donations for PR Watch and CMD;
• maintain and account for petty cash supplies;
• file quarterly copyright renewals;
• send out renewal mailings for PR Watch;
• monitor and maintain book inventory and library;
• be responsible for office filing, documentation, clippings, and back issues of PR Watch, all of which need to be stored and organized;
• assume responsibility for computer password administration;
• mail out sample copies of PR Watch, new internet subscriptions for PR Watch;
• fulfill orders for CMD books, includes creating invoices, stuffing envelopes, packaging books, getting postage, and filling out appropriate customs forms;
• request review/pledge premium books from publishers as directed;
• subscribe and unsubscribe email recipients of the Weekly Spin as requested;

Communications
Inquiries and correspondence arrive via snail mail, fax, email, and phone. Journalists, activists and the general public contact the Center daily with questions pertaining to our work. The OOM will, as able, directly respond to all inquiries, or will pass them on to the appropriate person in a timely manner. This area of responsibility includes but may not be limited to the following specific duties:

• answer phone or take phone messages and relay to intended person or respond personally when appropriate;
• open and sort mail, replying to request for materials and general information;
• open and sort email, replying to requests for materials and general information;
• monitor faxes and distribute as appropriate;
• assist Center's Executive Director and Development Director with replying to mail and email correspondence;
• provide basic technical support to users of CMD websites;
• manage all CMD on-line and paper subscriptions to other publications;
• serve as point person with printer for all CMD publications and mailings;
• lay-out and edit annual report, under direction from Development Director;
• assist with lay-out of PR Watch quarterly, as able;
• update and develop outreach materials on CMD programs.

Development
The OOM will work closely with the Executive Director and the Development Director on CMD’s development efforts. This area of responsibility includes but may not be limited to the following specific duties:

• handle logistics of printing, preparation, and mailing of appeals;
• ensure that all donations to CMD are recorded properly and acknowledged expediently, including supplying donors with appropriate IRS tax letter;
• research potential and current donors, both individuals and foundations, at the request for the Executive Director or development Director;
• compile statistics on responses to direct mail and other fundraising efforts and generate reports by extracting information from database
• develop materials to support and improve CMD’s development efforts.

Outreach
The OOM will take a leading role in promoting the programs and projects of CMD. This area of responsibility includes but may not be limited to the following specific duties:

• serve as point-person for CMD volunteers;
• promote PR Watch and actively work to increase number of subscribers;
• arrange speaking events by CMD authors;
• plan and staff CMD events, in conjunction with other CMD staff and board members;
• post PR Watch on CMD website;
• compile and maintain, with input from other CMD staff members, a working media and publicity list;
• write media releases on CMD work and distribute;
• promote CMD staff to media outlets.

Other duties as assigned by Development Director or Executive Director.

Required Skills

• Superior interpersonal, verbal and written communication abilities.
• Excellent data entry and computer skills including accuracy and attention to detail.
• Capable of managing multiple projects simultaneously.
• General analytical and problem-solving skills.
• Ability to work independently and to take initiative, while working in a team environment.
• Excellent organizational skills.
• Ability to work with a diverse community of CMD staff, board members, donors, and partners.

Required Qualifications

• Experience managing day-to-day administrative operations in an office setting.
• Proficiency with computers including the Internet, experience with a Macintosh environment a plus.
• Knowledge of and experience with office equipment.
• Experience with data entry and managing database systems
• Experience interacting with the general public in a positive, helpful manner.
• Interest in and commitment to media reform and citizen empowerment.

Desired Qualifications

• Experience with fundraising and/or event planning.
• Experience with website maintenance and updates.
• Experience with desktop publishing and lay-out, experience with QuarkXpress or InDesign application a plus.
• Experience working with volunteers.

Hours: 40 hours per week, to be worked during business hours Monday-Friday. Occasional night or weekend work may be required.

Salary: $25,000 - $32,000, depending on experience.

Benefits: full individual health coverage, generous vacation leave, sick time, 403B7 retirement plan and paid holidays.