Administrative Coordinator (50% FTE)
Director of Letters (100% FTE)
Exhibitions and Outreach Coordinator (50% FTE)
Employment at Wisconsin Academy:
The Wisconsin Academy is a lifelong learning organization created by and for the people of Wisconsin. We bring people together at the intersection of the sciences, arts, and letters to inspire discovery, illuminate creative work, and foster civil dialogue on important issues. Learn more at www.wisconsinacademy.org.
The Wisconsin Academy is an equal opportunity employer. We celebrate diversity and are committed to creating a welcoming environment for all employees. We provide equal employment opportunities to all employees and applicants for employment and do not discriminate on the basis of race, religion, sex, gender identity, sexual orientation, age, disability status, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and organizational need.
Administrative Coordinator (50% FTE)
The Administrative Coordinator is an experienced administrative professional with strong attention to detail, the ability to manage several tasks simultaneously, and has meeting planning and project coordination experience. This individual is an integral member of our team, coordinating a variety of projects and functions for the Executive Director. The staff position is based at 1922 University Ave, Madison, WI 53726; however, a hybrid work arrangement would be considered. This is a 50% FTE non-exempt position (20 hours/week). Specific hours and schedule will be determined in consultation with the Executive Director.
Compensation: Starting wage is between $18 and $22 per hour depending on skill sets and experience.
Employees at 50% FTE or higher are eligible for our health insurance package and other benefits on a prorated basis.
General Duties: This position provides administrative support for the Executive Director across a wide range of tasks including scheduling, record keeping, meeting planning and coordination, contact management, drafting and proof-reading reports and correspondence, and project management as needed. The position also provides leadership and coordination of strategic projects and initiatives in collaboration with the Executive Director.
Reports to: Executive Director
Working Hours: In-person work required Tuesday – Thursday. Optional Mondays & Fridays.
Qualifications
Minimum qualifications:
- Two (2) years of combined experience in administrative support and/or project coordination; experience in the nonprofit sector preferred.
- Strong attention to detail and ability to manage multiple projects and workflows simultaneously.
- Experience with relevant software: Microsoft Office Suite including Excel. Project management software experience preferred.
- Ability to work effectively with a diverse range of individuals including colleagues, program partners, board members, and donors.
- Availability for occasional weekend and evening obligations.
Essential Skills
- Attention to Detail – essential for developing meeting minutes, proofreading correspondence and reports, and project management.
- Organization – necessary for managing multiple projects and calendars.
- Good with People – important as this position works cross-departmentally and with external stakeholders, such as board members.
Responsibilities (Specific tasks for this position include but are not limited to):
Administrative Support
- Maintain the Executive Director’s calendar and assist with scheduling and travel arrangements.
- Plan and coordinate regular staff meetings, annual staff retreat and occasional staff outings, as well as coordinate and handle follow up actions and assignments.
- Maintain electronic and paper records for meetings and a range of other needs.
- Help develop, edit, and proof-read agendas, reports, correspondence, and presentations for the Executive Director.
- Assist with managing workflow using online project management tools such as Asana and Outlook.
- Maintain current data on board members, committee members, external stakeholders and contacts, and staff in CiviCRM, the Academy’s customer relationship management database.
- Collaborate on the staff data team to ensure data hygiene and to support mining data for decision making, assessments, and reports.
Board Administration
- Assist with planning and coordinating quarterly Board of Director meetings for both the Wisconsin Academy Board and the Wisconsin Academy Foundation Board, as well as for the Academy Finance and Audit Committee
- Lead logistics for annual Board retreat.
- Assist with planning and coordinating regular and special meetings of board committees and work groups.
- Maintain accurate contact and background information for board members and committees, ensure data is entered in CiviCRM, the Academy’s customer relationship management database.
Strategic Projects Coordination
- Assist the Executive Director in coordinating organizational planning and strategic planning as related to the capital campaign, annual cycle of operations (ie performance discussions, budget planning, forecasting, policy review, etc.)
- Support the Academy’s strategic priorities including a Diversity, Equity, Inclusion, and Access initiative and the staff Data Team.
- Additional activities may include: project management, content research, document drafting and proofreading, scheduling and supporting meetings, maintaining contact information, and distributing reports and other documents as needed
How to Apply
Please submit a resume and cover letter to jobs@wisconsinacademy.org. The deadline for best consideration is October 9, 2023.
Director of Letters (100% FTE)
The Director of Letters is a communications and publication expert with experience in print magazine editing and production, as well as an understanding of civil discourse. This individual is an essential member of our team, working closely with the Executive Director, program leads and administration staff, as well as board leadership. The staff position is based at the Academy office in Madison, but hybrid or remote work arrangements would be considered. This is a full time, nonexempt position.
The person that takes this position will join a collaborative team of dedicated professionals who maintain a positive, inclusive, respectful workplace culture. The Academy offers health and other benefits to part- and full-time employees, and has a generous personal leave policy.
General Duties: The Director of Letters position has three primary focus areas:
- Editor for the signature Academy publication, the quarterly Wisconsin People & Ideas magazine and for Academy communications;
- Lead on Academy literary efforts as ambassador and partnership point person for the statewide literary community, including the Poet Laureate Commission;
- Lead on Letters programming broadly, including civil discourse.
Reports to: Executive Director
Qualifications
Education Requirement
- Undergraduate degree, preferably in English, journalism, communications, or related field
- Graduate degree or equivalent experience
Minimum Qualifications
- Outstanding writing, editing, and creative skills
- Experience working in publishing in periodicals
- Minimum of 3 years as a magazine or literary journal editor
- Knowledge of the literary community in Wisconsin
- Ability to understand and reach target audience
- Understanding of distribution and subscription strategies
- Branding, marketing, and digital communications knowledge
- Experience with program development, particularly in current affairs or civil discourse
- Program administration experience, such as budget development and management
Preferred Qualifications (Optional)
- 5+ years of experience as a magazine or literary journal editor
- Experience working in layout and design
- Experience working with printers
- Experience with magazine distribution
- Management experience
- Grant writing or development experience
- Experience with Content Management Systems and Project Management Systems
- Broad communications knowledge and experience, including successful brand, marketing, public relations, digital communications, and social media efforts
- Experience developing experiences or content that bridges divides, establishes common ground, or considers a spectrum of perspectives
Essential Skills and Attributes
- Attention to detail
- Planning, organizational, and project management skills
- Ability to work under pressure and meet deadlines
- Ability to work independently and as part of a team
- Strong people skills
- Decision-making skills
Responsibilities
Main areas of responsibilities for this position include but are not limited to:
(Estimate percentage of time for each responsibility)
Editor (60% of position)
Wisconsin People & Ideas magazine
- Creates editorial calendars, planning and overseeing content across several issues at one time, including special advertising sections
- Develops and assigns stories
- Hires and manages freelance writers and photographers
- Sets and manages the production process with staff, contributors, designer, and printer
- Oversees photography, design, and artwork
- Communicates and manages contributors including deadlines, writing style, and fees
- Revises, copyedits, and proofreads articles to meet publication standards
- Engages literary and other networks for feedback and content ideas
- Manages vendor relationships including:
- Works with graphic designer on magazine appearance and layout
- Overseeing printing and distribution of publication
- Handles invoicing and payment for freelance writers, photographers, designer, printer
Academy Editor and Communications Team Member
- Collaborate with Academy staff to ensure consistent voice and brand across Academy communications to ensure communications quality
- Contribute to Academy communications strategy
- Implement successful communications strategies for Letters programs, in collaboration with communications team
Literary Lead (15% of position)
Letters Programming
- Engage with statewide literary network, Letters Sounding Board, Vice President of Letters, Academy Fellows, and others to be aware of developments, trends and opportunities for the Academy
- Lead Academy Letters programming including, Poetry and Pi(e), Wisconsin Book Festival involvement, connections and collaboration across the other Academy program areas – such as readings at the Watrous Gallery or at science programs, topics and/or instructors for Academy Courses
- Direct and execute the Wisconsin People & Ideas Writing Contests
- Hires contest screeners and judges
- Administers contest submission process
- Oversees contest screening process
- Communicates with screeners and judges
- Handles press releases and notification of winners
- Works with winning writers to edit manuscripts for publication
- Creates and submits invoices for prizes and honorariums
- Works with Wisconsin Book Festival to schedule contest reading
- Oversee marketing, promotion, and public relations
Civil Discourse Lead (15% of position)
- Engage with stakeholders (including colleagues) to develop civil discourse programming that engages with topics important to the people of Wisconsin and established common ground
- Collaborate with colleagues to maximize cross-disciplinary opportunities for civil discourse
- Collaborate with External Relations Coordinator on events and communications
- Collaborate with Executive Director, Director of Development, and Program Leads on development efforts and funding opportunities
Letters Program Administration (10% of position)
- Budget management
- Assist Development team with grants
- Academy Board relations and Letters-related presentations
How to Apply
Please submit a resume and cover letter to jobs@wisconsinacademy.org. The deadline for best consideration is October 9, 2023.
Exhibitions and Outreach Coordinator (50% FTE)
The Exhibitions and Outreach Coordinator is a detail-oriented arts professional with strong project management and communication skills. This individual is an integral member of our team, working closely with the Gallery Director to coordinate exhibitions and events. The staff position is based at the James Watrous Gallery located in the Overture Center for the Arts at 201 State St., Madison, WI 53703. This is a 50% FTE non-exempt position (20 hours/week). Specific hours and schedule will be determined in consultation with the Gallery Director.
General Duties: The position participates fully in the development and execution of James Watrous Gallery exhibitions, events, and related outreach. This position’s responsibilities include event planning, marketing and communications, managing exhibition logistics, data and record keeping, and assistance with exhibition design and installation.
Compensation: Starting wage is between $18 and $20 per hour depending on skill sets and experience.
Employees at 50% FTE or higher are eligible for our health insurance package and other benefits on a prorated basis.
Reports to: Gallery Director
Work Hours: In-person work required during weekday gallery hours, as well as occasional weekend hours for events and exhibition installations.
Qualifications
Minimum Qualifications
- Two (2) years of combined experience in administrative support and/or project coordination; experience in the nonprofit sector and/or an arts organization preferred.
- Strong attention to detail and ability to manage multiple projects and work flows simultaneously.
- Experience with relevant software including: Microsoft Office Suite, Mailchimp, Instagram, and Facebook. Project management and CRM software experience preferred.
- Ability to work effectively with a diverse range of individuals including colleagues, program partners, board members, and donors.
- Availability for occasional weekend and evening obligations.
Essential Attributes/Skills
- Passion for sharing and interpreting visual art.
- Excellent project management and administrative skills, including time management, process development, collaboration, and attention to detail.
- Ability to work independently as well as lead and participate in teams.
- Excellent writing and interpersonal communication skills.
- Comfort with public speaking.
Preferred Attributes/Skills
- Experience with event planning and promotion.
- Experience with exhibition design, installation, and art handling.
- Experience working with local arts and culture organizations.
- Familiarity with and comfort in working across Wisconsin’s diverse cultural landscape.
- Photo- and video-editing ability.
- Graphic design skills.
- Basic knowledge of tools and exhibition installation techniques.
- Ability to lift 30 pounds, climb ladders, and stand for extended periods.
Responsibilities
Main areas of responsibilities for this position include but are not limited to:
Events – 30%
- Plan, promote, and occasionally lead gallery tours, workshops, and other in-person and virtual events.
- Attract new audiences through thoughtful event programming and outreach.
- Follow-up with event attendees to evaluate programs and nurture relationships with new and existing audiences.
- Coordinate with Overture Center staff for receptions and major public events.
- Serve as an ambassador for the Academy in the gallery and at related events.
Marketing, Communications, and Outreach – 30%
- Explore new avenues for public engagement to cultivate and diversify audiences and event partners.
- Work with the communications team to plan and schedule gallery promotion.
- Work with the gallery director to draft and select promotional copy & images.
- Maintain communication with targeted lists for interest areas.
- Maintain the gallery’s social media presence.
- Develop and maintain cross-promotions with Overture Center, its resident companies, and other external partners.
- Provide content for and help maintain exhibit and event pages on the Academy website.
- Photograph exhibitions for marketing and documentation.
Data/Record and Exhibition Management – 40%
- Create and track schedules and deadlines for each exhibition in Asana.
- Keep calendar of exhibitions and gallery events up to date in Outlook and shared documents.
- Assist with installation and deinstallation of exhibits.
- Maintain artists’ exhibitions and artists’ and visitors’ contact information in the database.
- Monitor attendance records, guestbook information, and the front desk, with assistance from visitor services staff.
How to Apply
Please submit a resume and cover letter to jobs@wisconsinacademy.org. The deadline for best consideration is October 16, 2023.
